Assistant Property Manager

Job Description

Overview

Assist the Property Manager in the timely completion and resolution of day-to-day operational issues, regularly interfacing with clients and vendors, and ensuring consistent curb appeal at assigned properties or property. Serve as a client liaison in the building, maintaining a high level of client satisfaction.

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.

Arrange, coordinate and attend new client orientation meetings to review client welcome package, move-in requirements, general property information, rules & regulations etc.

Manage client move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection.

Coordinate annual client fire warden training and evacuation drills.

Respond to site emergencies when applicable and participate in company emergency response protocol

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.

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 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.

Team player who collaborates with all internal and external stakeholders.

Maintain a working knowledge of Company databases and information/reporting tools.

Providing feedback to vendors on contract employees’ performance as needed.

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.

Work with Marketing Department to facilitate creating a sense of place through holding client relation functions, events, and promotions.

Attend industry conferences and conventions.

In support of the Property Manager/Senior Property Manager, you may be involved in the following:

Client communication, logistical coordination, and site impacts related to CapEx projects in assigned properties as required.

Perform other duties and special projects as assigned.

This position interacts extensively with all levels of employees within Boston Properties, with clients, and the public.

This position reports to the senior most property manager in the assigned portfolio who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.

Responsibilities

Assists in the development and mentorship of the Property Management Coordinator.
Mobilizes others (both BXP employees and contracted service providers) to meet or exceed customers’ expectations and goals of the assigned portfolio.
Uses sound business judgement to escalate potential issues to leadership.
Manage and facilitate the execution of client work order requests with building staff and/or outside vendors to completion in a timely manner.
Assist Property Manager with the development of RFP's and execution of contracts and purchase orders.
Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order.
Maintain financial management responsibilities including providing assistance in the preparation of budgets, accruals, reforecasts and reporting budget variances.
Analyze current maintenance programs/procedures and make recommendations to Property Manager that ensures operating efficiency and effectiveness.
Provide direction to Property Management Coordinator for maintaining and updating insurance certificate files for all contractors performing work at the properties.
Partner with Property Manager to identify and achieve additional client service income.

Qualifications

Demonstrated proficiency with Microsoft Office applications. JD Edwards experience preferred.

BA/BS degree in business administration, real estate or related field required.
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.
Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
Familiarity with ADA and OSHA preferred.
Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
Excellent verbal and written communication skills.
Excellent interpersonal skills.
Demonstrated ability to respond to a variety of multiple tasks/situations with both creativity and resourcefulness.
Ability to work autonomously and as a productive member of a team.
Ability to work under pressure and meet deadlines.

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