Assistant Property Manager

Job description

Primary Purpose of Position: Assist the Property Manager in the timely completion and resolution of day-to-day operational issues, regularly interfacing with tenants and vendors, and ensuring consistent curb appeal at assigned properties or property. Serve as a tenant liaison in the building, maintaining a high level of tenant 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. Tenant Relations - Promote, establish and maintain positive relations with tenants 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 tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations etc. - Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection. - Coordinate annual tenant 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 tenant 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 tenant service income. - Manage tenant 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 tenant 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 tenant 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:- Tenant 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 tenant relation functions, events, and promotions. - Attend industry conferences and conventions. - Perform other duties and special projects as assigned. Region/Building Specific Functions: 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