Assistant Property Manager
Primary Purpose of Position: Oversee the resolution and manage the timely completion of day-to-day operational issues at assigned properties or property. Serve as tenant liaison in the building and maintain a high level of tenant satisfaction. Essential Functions: 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. * Partner with Property Manager to identify and achieve additional tenant service income. * Manage tenant electric meter reading procedure and insure accurate and timely invoicing including annual reconciliation billings. * Assist with invoice review and processing. 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 warden training and evacuation drills. * Respond to site emergencies when applicable and participate in company emergency response protocol 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 same. * Coordinate with external contractors (ie janitorial, security, etc.) and internal departments (ie engineering, accounting, leasing and construction, etc.) to ensure seamless and cost effective customer services is delivered. * Work with the construction department, including attendance at tenant improvement meetings and scheduling shutdowns of building services (eg, electricity, water, HVAC) to avoid delays of landlord work. * Maintain a working knowledge of Company databases and information/reporting tools. * Perform other assigned duties. Region/Building Specific Functions: * Attend industry conferences and conventions. * 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. Requirements and Qualifications: * BA/BS degree in business administration, real estate or related field required. * 2 to 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. Internal and External Contacts: This position interacts extensively with all levels of employees within Boston Properties, with tenants and the public. Reporting Structure: This position reports directly to a Property Manager or Senior Property Manager, who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.