Assistant Property Manager

Basic Qualifications

This position requires a minimum of three years' real estate experience, with a minimum of one of these years in property or asset management. In addition, a bachelor's or master's degree in facilities management, facilities engineering, project management, construction management or related field may be considered in lieu of experience.

Must be able to provide excellent customer service, work effectively with diverse people, handle confidential or sensitive information appropriately, manage multiple tasks and work well under pressure, manage time and tasks effectively without close supervision, enjoy solving problems, and communicate clearly orally and in writing. Knowledge of Microsoft Office and ability to learn other business software programs is required. Harvard experience and sense of humor helpful. Bachelors degree preferred. IREM Certified Property Manager (CPM) or equivalent certification preferred.

Position Description

Personnel Management

• Provides day to day direction to the HRE Property Administrator (PA) and Property Operation Assistants (POA) or contracted maintenance vendor in addressing the needs of the tenants and their assigned properties.

• Participates in interviewing process for PAs and POAs.

Operational:

• Project management of assigned operating projects (budgets under $100K) and tenant renovation projects.

• Manages terms and conditions of assigned commercial leases, with support from HRE Commercial Leasing team. This includes, but is not limited to supporting proper notification requirements HRE is required to make to the tenants, ensuring that the financial obligations of the tenant are met, supporting our financial management team in calculating common area maintenance charge-backs, etc.

• Conducts regular property inspections to identify issues and support appropriate curb appeal and tenant satisfaction. Develop and implement plans to resolve identified issues.

• Follows up on work orders with tenants and/or service providers as necessary; reviews work order reports monthly with PM, Chief Engineer, and Asst. Director of Operations.

• One of multiple team members who receive tenants calls and enters work orders into the Building Engines work order system; follows up on work orders with tenants and/or service providers as necessary.

• Coordinates with maintenance, security, cleaners, etc. to complete actions items; orders and maintains building supply inventory; acts as primary contact and coordinator for vending machines, building access system, etc.; implements building-wide recycling and composting programs as appropriate.

• Collects, analyzes and reports operational metrics monthly, quarterly and annually.

• Provides property management coverage for other members of the HRE Property Management Team to support a unified team approach to management.

• Works as part of the team to recommend and implement changes to improve cost-effectiveness and service quality.

• Implements sustainability initiatives throughout the portfolio.

Vendor management:

• Serves as primary contact for and communicates regularly with service providers, including building trades professionals, maintenance professionals, security personnel, contractors, etc.

• Manages a full range of vendors with various contract sizes, including HVAC, electrical, plumbing, security, and janitorial, etc.; Ensures vendor adherence to service contracts, Harvard standards referenced in the contracts and the full completion of property repairs or requests.

• Holds vendors accountable if vendor is not fulfilling terms of the contract.

• Meets service providers for bidding/ job scope reviews; contacts and dispatches service providers when a call goes beyond POA capacity.

Customer Service:

• Serves as a primary point of contact for tenant/occupants. Ensures effective tenant/occupant communication.

• Responsible for coordination of all safety training and emergency evacuation drills with the University's Environmental Health & Safety (EH&S) Department.

• Manage building-related special events and projects as assigned.

Financial & Administrative:

• Supports the development of operating and capital budgets by gathering and documenting relevant information; reviews/analyzes expenses, provides information for forecasts, and actively assists with effective cost management.

• Assist in the processing of invoices and reimbursements via University invoice approval process (HComm) maintains back-up for University procurement systems (P-Cards, AP); ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.

• Follows up on rental delinquencies via telephone and correspondence, as directed.

• Responds to general inquiries from tenants, service providers, community members, etc.

• Participate in a range of professional development opportunities.

• Performs other job-related duties as assigned.

Job Summary

The Assistant Property Manager (APM) reports to an Assistant Director of Operations or to a Property Manager (PM) and works as part of a Property Management Team with the Harvard Real Estate (HRE) Operations Group. The APM plays a key role in the operation of a diverse portfolio of buildings within the greater HRE portfolio. The HRES portfolio consists of 3.3 million square feet located in Allston and Cambridge, MA. Essential tasks of the APM include overseeing core aspects of day-to-day property management. They will manage select vendor service providers throughout their assigned portfolio. The APM provides exceptional service as the lead point of contact for tenant communications and lease administration in a fast-paced property management organization.