Assistant Commercial Property Manager

For over 60 years, Duffy Properties, a Waltham, Massachusetts, based, Property Management, Construction, and Real Estate Development company has built a reputation that we are proud of.

At Duffy Properties, we value and recognize our employees and know that their dedication and hard work is the reason for our success. We foster a culture that promotes new ideas and give our employees plenty of opportunities to take on new challenges and grow professionally.

We offer a competitive salary and benefits package including health, dental, Paid Time Off, 401(k) retirement plan with company contribution.

In addition, we offer a complimentary membership to Waverley Oaks Athletic Club, our state-of-the-art facility.

Salary range: $70,000 to $76,000 (depending on experience)

Flexible schedule offered with every other Friday off (once training is completed)

Job Summary

We are seeking a full time Assistant Commercial Property Manager to assist the Property Managers and Operations 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, maintaining a high level of tenant satisfaction.

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

Responsibilities and duties:

• Ability to handle general administration of the property in the absence of the Property Manager, or when otherwise called upon.
• Assist Property Manager(s) in the preparation of operational and capital budgets, accruals, reforecasts and providing supporting information on budget variances.
• Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up. Regularly informs Property Manager of topics discussed with tenants and action items to be addressed. Follow-up on tenant work order requests with building operations staff to confirm completion in a timely manner.
• Manage tenants move-in/move-outs. IE: Ensures receipt of Mover’s certificates of insurance, Tenant common area signage, move management, receiving tenant contact information and transition from construction division or tenant surrender of premises. Coordinate and provide new tenant orientation material/ tenant welcome packages, move-in requirements, general property information, rules & regulations etc.
• Liaison with Managers the reoccurring testing of life safety devices, elevators, plumbing (backflow valves) and any applicable state/local requirements for assigned properties with tenants.
• Respond to site emergencies when applicable and participate in company emergency response protocol.
• Assist Property Manager(s) with the development of vendor RFP's, execution of vendor contracts and purchase orders. Point person for the maintaining and updating Hold Harmless agreements and insurance certificate files for all vendors/contractors performing work at the properties.
• Assist in analyzing current maintenance program and offer improvement recommendations to Ops Manager and Property Manager.
• Assist in tenant electric/water meter reading administration, including ensuring meter repairs and reconciliation billings with corporate accounting group.

General:

• Ensure that vacant space is clean and in marketable condition. Routinely inspect common areas, mechanical areas and grounds. Regularly interfaces with maintenance staff to ensure they are maintained according to owners’ standards.
• Work with the construction department in logistical coordination and scheduling interruptions of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work.
• Maintain a working knowledge of Company databases, programs and information/reporting tools.
• Work with Leasing Department to facilitate 3rd party broker showings 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.
• Able to work autonomously and as a productive member of a team. Ability to work under pressure and meet deadlines. Strong written and verbal communications skills, with ability to produce communications and other materials that are effective and of a professional nature.
• Uses sound business judgement to escalate potential issues to leadership.

Requirements and Qualifications:

• BA/BS degree in business administration, real estate or related field required.
• 2-4 years of property management experience preferred or equivalent work experience.
• 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.
• Familiarity with ADA and OSHA a plus.
• Demonstrated ability to respond to a variety of multiple tasks/situations with both creativity and resourcefulness.
• Ability to learn new and business specific, software programs as needed.

We are an equal opportunity employer and all employees and applicants will receive consideration without regard to race, color, religion, sex, marital status, age, national origin, disability, sexual orientation, gender identity or expression, genetic information, pregnancy, or veteran status.

Job Type: Full-time

Pay: $70,000.00 - $76,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Experience level:

• 2 years

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Waltham, MA: Relocate before starting work (Required)

Work Location: In person