Primary Purpose of Position:

Assist Property Management with the day-to-day operations and tenant relations of assigned property or portfolio through the coordination of tenant requests and administration of maintenance services. Serve as the primary point of contact for tenant services.

Essential Functions:

Operations

• Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
• Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Manage new vendor setup.
• Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis.
• Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
• Contribute toward overall office operational needs by helping to provide phone coverage during lunchtime, vacation, sick days, etc., as well as providing administrative support related to maintaining property management operations as necessary.
• Assist Property Managers with gathering and inputting data in property budgets.

Tenant Relations

• Assist Property Management in promoting, establishing, and maintaining positive relations with tenants and with the day-to-day operations of the property.
• Answer and route phone calls and emails from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• Notify Property Manager of repeat tenant complaints or unusual and/or unreasonable situations.
• Provide high quality of customer service and take an active role in the tenant retention program.
• Coordinate for and provide tenants with holiday and special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.

General

• Update and maintain current daily and emergency tenant contact lists and tenant information manuals.
• Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
• Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, tenant work order billings and other general files.
• Process correspondence with tenants, contractors and other third parties for Property Management staff.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Assist Property Management with contract documentation while following the policies and procedures of internal controls.

Region/Building Specific Functions:

• Perform other duties and special projects as assigned.

Requirements and Qualifications:

• High school diploma or equivalent certification required. Bachelor’s degree preferred.
• 0 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
• Proven customer service and problem solving skills.
• Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
• Excellent written and verbal communication skills.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated proficiency with Microsoft Office Applications.
• Ability to organize and coordinate work efficiently and set priorities.
• Ability to work independently and as part of a team.
• Consistently project professionalism in representing BXP at all times.
• Ability to work under pressure and effectively meet deadlines.
• Flexibility to work beyond the regular work schedule.

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 movement between departments, and buildings to facilitate work.
• Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs.

Internal and External Contacts:

The Property Management Coordinator will regularly interface both verbally and in writing, with tenant contacts, with the property management, leasing, construction, development and financial teams as well at external vendors, construction professionals and consultants.

Reporting Structure:

This position reports to a Sr. Property Manager or Property Manager who provides daily supervision, guidance, and coordinates, evaluates and monitors work performance on a periodic basis.