Assistant Property Manager

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.

 

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