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, 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 to the senior most property manager in the assigned portfolio who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.