Listing Details


 

Qualified candidates contact: Christina Smith - christina@kelleraugusta.com / 617-875-3378

Assistant Property Manager - ownership group

Boston, MA

JOB DESCRIPTION

Our client manages approximately $60 billion of assets across the globe on behalf of its co-owners and investment partners. The portfolio encompasses office, retail, industrial, hotels and multifamily residential and spans more than 100 million square feet in global gateway cities across four continents. 

The team is looking for a highly motivated Assistant Property Manager (APM). Reporting to the Property Manager, this APM will support the property management team in day-to-day operations, providing outstanding service to our tenants and customers. The position will be responsible for property operations including but not limited to maintaining vendor relationships, contract management, property inspections, and oversight of daily property maintenance. Serve as liaison between customers, vendors, corporate/regional and leasing personnel. The APM will be responsible for financial duties including monthly financial reporting and creation and management of annual property budgets and quarterly budget forecasts as directed by the PM. The APM will oversee the Accounts Payable and Accounts Receivable process. 

As a member of this team, you will be responsible for: 

Tenant Relationship Management

  • Assist in establishing and maintaining world class tenant relations as part of the Oxford Commitment
  • Establish ongoing relationships to understand tenant needs, concerns and contribute to resolutions
  • Oversee scheduling of tenant events and meetings / formal and informal tenant meetings
  • Coordinate tenant move-in and move-out process
  • Maintain the tenant manual and coordinate annual updates, as well as supporting the enforcement of policies and procedures 

Operations

  • Provide day to day operations management of the property. Direct the activities of workers engaged in operating and maintaining the facilities and equipment in the office building. Ensure quality of operating services, both internal (i.e. engineering) and third party (i.e. security, janitorial).  Oversee the daily maintenance, upkeep and conditions of the property

o   Perform regular property inspections at various times/days to ensure smooth operations

o   Manage building vendors including but not limited to cleaning, security, elevator and pest control

o   Schedule and attend monthly/weekly meetings with vendors

o   Cleaning - Perform regular cleaning inspections

  • Verify monthly vacancy credits
  • Facilitate team meetings
  • Work order management - oversee work order management process and monitor work order trends and communication with team to develop action plans as needed
  • Manage violation tracking and resolution
  • Assist in the solicitation of bids from vendors and the awarding of contracts for work performed in the building.  Maintain a working knowledge of all vendor contacts and ensure compliance with all financial and insurance terms as per Oxford service contracts
    Assist PM and GM with sustainability initiatives
  • Support Leasing as directed by PM

o   Interpret leases and ensure requirements are adhered to

o   Maintain vacant suites to the Oxford standard

o   Assist Leasing team to coordinate tour preparation (lights, elevator, condition of space, etc.)

o   Attend tours as requested

  • Participate in Emergency Response (training, annual building evacuation)
  • Ensure safety and protection of all building occupants and the property. Assure life safety programs are in place and meet all company guidelines and legal requirements for tenants and employees
    Manage emergency response notification system 

Financial

  • Assist with creation of property budgets
  • Review monthly and YTD GL
  • Complete monthly accruals
  • Review and complete monthly variance reports
  • Assist with quarterly forecasts
  • Review and prepare tenant improvement reimbursement submittals
  • Accounts Payable - review and approve invoices
  • Accounts Receivable - review aging report with PM
  • Assist PM with Operating Expense and Real Estate Tax prebills and final billings
  • Manage work order and utility billings (prepare and distribute)
  • Manage rent statements (prepare and follow up as needed)

Administrative Support

  • Oversee general administrative duties performed by the Administrative Assistant
  • Prepare tenant communications and respond to customer emails, requests or issues as required
  • Prepare vendor contracts as required
  • Additional duties as required 

QUALIFICATIONS

  • College degree and minimum of five (5) years’ experience in Property Management Required
  • Strong computer skills and knowledge of MS Office required, basic knowledge of JDE preferred
  • Demonstrates analytical decision-making and customer service skills
  • Demonstrates excellent communication skills both written and oral
  • Demonstrates excellent critical thinking and problem-solving skills
  • Demonstrates the ability to be a team- player and displays leadership qualities
  • Strong interpersonal skills are required to build relationships with tenants