Answer and route phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
Update and maintain current daily and emergency client contact lists and client information manuals.
Provide clients and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
Involves movement between departments, and buildings to facilitate work.
Assist Property Management in promoting, establishing, and maintaining positive relations with clients and with the day-to-day operations of the property.
Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
Notify Property Manager of repeat client complaints or unusual and/or unreasonable situations.
Provide support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
Assist Property Management team with gathering and inputting data in property budgets.
Maintain and update insurance certificate files for all contractors performing work at the properties.
Coordinate for and provide clients with weekly, and holiday / special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.
Assist Property Management with contract documentation while following the policies and procedures of internal controls.
Contribute toward overall office operational needs by helping to provide phone coverage and administrative support related to maintaining property management operations as necessary.
Assist with the scheduling of contractor work (ex: window washing) and coordinate with clients.
Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, client work order billings, and other general files.
Process correspondence with clients, contractors, and other third parties for Property Management staff.
Execute prompt, accurate billing of client work orders for billable services on bimonthly basis.
Manage new vendor setup.
Provide high quality of customer service and take an active role in client retention program.
Involves work of a general office nature usually performed standing such as operation of a fax and printer.
Requirements
microsoft office
bachelor's
customer service
problem solving
communication
teamwork
This is an on-site position and requires in-person attendance.
0 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
Excellent written and verbal communication skills.
Ability to work independently and as part of a team.
Ability to work under pressure and effectively meet deadlines.
Involves work of a general office nature usually performed sitting such as operation of a computer.
Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs.
Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
Demonstrated ability to determine needs and achieve results without close supervision.
High school diploma or equivalent certification required. Bachelor’s degree preferred.
Proven customer service and problem solving skills.
Ability to organize and coordinate work efficiently and set priorities.
Demonstrated proficiency with Microsoft Office Applications.
Benefits
Flexibility to work beyond the regular work schedule.
Training + Development
Information not given or found
Interview process
Information not given or found
Visa Sponsorship
Information not given or found
Security clearance
Information not given or found
Company
Overview
Founded in 1970
Year Established
The company was founded in 1970, marking the beginning of its journey in real estate investment and development.
Focus on high-quality office spaces and urban properties, building an extensive portfolio across key U.S. markets.
Long-term commitment to creating spaces that enhance community and work-life environments.
Projects often include innovative architectural designs and sustainable development practices.
Redefining urban landscapes in cities like Boston, New York, and San Francisco with iconic office towers and mixed-use developments.
Investing in properties with potential for growth, ensuring a forward-thinking approach to urban development.
Trusted partner for tenants and investors due to its reputation for quality and innovation.
Culture + Values
Client focus: Proactively delivering exceptional service and outcomes
Integrity: Upholding the highest standards in all relationships and decisions
Accountability: Taking ownership and delivering on commitments
Innovation: Pursuing creative, data-driven solutions to drive performance
Collaboration: Engaging stakeholders across disciplines to unlock impact
Environment + Sustainability
70% GHG Reduction
Greenhouse Gas Emissions
Achieved a greater than 70% reduction in Scope 1 & 2 greenhouse gas emissions intensity since 2008 (as of end-2022).
91% LEED‑Certified
Sustainable Buildings
34.9 million square feet of LEED-certified buildings, with 91% achieving Gold or Platinum status.
$750M Green Bonds
Financial Commitment
Issued $750 million in green bonds as part of a sixth offering in 2023 to support sustainability initiatives.
26.9M sq ft Fitwel
Health‑Certified Spaces
26.9 million square feet certified under Fitwel, emphasizing healthy building design and operations.
Science‑Based Target Initiative validated—aligned with 1.5 °C trajectory
9 million sq ft retro‑commissioned to optimize energy performance in 2023
Power purchase agreements adding 21 MW new solar capacity
36 ENERGY STAR certified properties; benchmarking minimum ENERGY STAR score of 75
First net‑zero repositioning of an existing building completed
Fitwel: nine‑time Best in Building Health award
Inclusion & Diversity
2020 established
D&I Committee Founded
The company established an executive-level Diversity and Inclusion Committee to oversee and guide inclusion efforts.
Recruitment & development goals tied to actionable D&I initiatives
Senior executives evaluated—part of compensation tied to diversity advancement
Employee resource groups launched to support diversity objectives
Supplier diversity: goals set to expand minority-owned vendor network
Community outreach: programs to advance real estate access for minority-owned businesses