Job DescriptionPrimary Purpose of Position: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.
Essential Functions:Management- 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.
Client Relations - 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
Operations- 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.
- Manage client electric meter reading procedure and ensure accurate and timely invoicing including annual reconciliation billings.
- Review and approve property invoices as per the authority in approval matrix.
General- 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.
- 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.
- 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.
Region/Building Specific Functions:- Perform other duties and special projects as assigned.
Requirements and Qualifications:- 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.
- Demonstrated proficiency with Microsoft Office applications. JD Edwards experience 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.
Physical Requirements:- Involves work of a general office nature usually performed sitting such as operation of a computer.
- Involves work of a general office nature usually performed standing such as operation of a fax and printer.
- Involves work such as tours throughout property portfolio usually performed by walking and by climbing stairs.
- Involves movement between departments to facilitate work.
- Regularly required to bend and reach.
- Regularly use hands and fingers to write and type.
- Regularly required to talk and hear.
- Occasionally required to crouch, climb stairs and ladders and in environments with temperature ranges both while working outside and inside.
- Occasionally exposed to vibration or noise as well as dust.
- Vision abilities allowing reading of printed material, graphics, computer displays and physical inspections of properties and sites.
- This is an on-site position and requires in-person attendance.
Internal and External Contacts:This position interacts extensively with all levels of employees within BXP, with clients, and the public.
Reporting Structure: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.
Salary Range:$79,310 - $107,000. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more.
