Assistant Property Manager

Description

• Regularly use hands and fingers to write and type.
• Review and approve property invoices as per the authority in approval matrix.
• Maintain financial management responsibilities including providing assistance in the preparation of budgets, accruals, reforecasts and reporting budget variances.
• Work with Marketing Department to facilitate creating a sense of place through holding client relation functions, events, and promotions.
• Work with the construction department, including participation at client improvement meetings and scheduling shutdowns of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work.
• Attend industry conferences and conventions.
• Provide direction to Property Management Coordinator for maintaining and updating insurance certificate files for all contractors performing work at the properties.
• Mobilizes others (both BXP employees and contracted service providers) to meet or exceed customers’ expectations and goals of the assigned portfolio.
• Client communication, logistical coordination, and site impacts related to CapEx projects in assigned properties as required.
• Maintain a working knowledge of Company databases and information/reporting tools.
• Partner with Property Manager to identify and achieve additional client service income.
• Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order.
• Involves movement between departments to facilitate work.
• Coordinate with external contractors (i.e. janitorial, security, etc.) and internal departments (i.e. engineering, accounting, leasing and construction, etc.) to ensure seamless and cost-effective customer service is delivered.
• Work with Leasing Department to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions from the Leasing Representatives.
• Promote, establish and maintain positive relations with clients via regular proactive communication, meetings and routine follow-up. Regularly inform Property Manager of topics discussed and action items to be addressed.
• Manage client move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection.
• Arrange, coordinate and attend new client orientation meetings to review client welcome package, move-in requirements, general property information, rules & regulations etc.
• Manage and facilitate the execution of client work order requests with building staff and/or outside vendors to completion in a timely manner.
• Regularly inspect client space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain defined level of expectation.
• Assists in the development and mentorship of the Property Management Coordinator.
• Analyze current maintenance programs/procedures and make recommendations to Property Manager that ensures operating efficiency and effectiveness.
• Manage client electric meter reading procedure and ensure accurate and timely invoicing including annual reconciliation billings.
• Respond to site emergencies when applicable and participate in company emergency response protocol
• Assist Property Manager with the development of RFP's and execution of contracts and purchase orders.
• Involves work such as tours throughout property portfolio usually performed by walking and by climbing stairs.
• Providing feedback to vendors on contract employees’ performance as needed.
• Coordinate annual client fire warden training and evacuation drills.
• Involves work of a general office nature usually performed standing such as operation of a fax and printer.

Requirements

• Demonstrated proficiency with Microsoft Office applications. JD Edwards experience preferred.
• Regularly required to bend and reach.
• Excellent interpersonal skills.
• This is an on-site position and requires in-person attendance.
• BA/BS degree in business administration, real estate or related field required.
• Regularly required to talk and hear.
• Excellent verbal and written communication skills.
• Ability to work autonomously and as a productive member of a team.
• Ability to work under pressure and meet deadlines.
• 2-5 years of property management experience preferred.
• Continuing education in the field through RPA or CPM certification courses, and LEED approved courses highly desirable.
• Team player who collaborates with all internal and external stakeholders.
• Vision abilities allowing reading of printed material, graphics, computer displays and physical inspections of properties and sites.
• Demonstrated ability to respond to a variety of multiple tasks/situations with both creativity and resourcefulness.
• Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
• Uses sound business judgement to escalate potential issues to leadership.
• Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
• Familiarity with ADA and OSHA preferred.
• Occasionally required to crouch, climb stairs and ladders and in environments with temperature ranges both while working outside and inside.
• Involves work of a general office nature usually performed sitting such as operation of a computer.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance