Property Management Coordinator Jobs

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

• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• 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.
• 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.
• Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
• Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
• Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
• Manage new vendor setup.

Tenant Relations

• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• 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 high quality of customer service and take an active role in the tenant retention program.
• Notify Property Manager of repeat tenant complaints or unusual and/or unreasonable situations.
• Assist Property Management in promoting, establishing, and maintaining positive relations with tenants and with the day-to-day operations of the property.

General

• 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.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Process correspondence with tenants, contractors and other third parties for Property Management staff.
• Update and maintain current daily and emergency tenant contact lists and tenant information manuals.

Region/Building Specific Functions:

Perform other duties and special projects as assigned.

Requirements and Qualifications:

• Ability to work independently and as part of a team.
• Demonstrated proficiency with Microsoft Office Applications.
• 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.
• High school diploma or equivalent certification required. Bachelor’s degree preferred.
• Ability to work under pressure and effectively meet deadlines.
• Excellent written and verbal communication skills.
• Consistently project professionalism in representing BXP at all times.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Ability to organize and coordinate work efficiently and set priorities.

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.

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.