Job Information
Boston Properties Property Management Administrator in Boston, Massachusetts
Primary Purpose of Position:
Support the Senior Vice President, Property Management, the Director, Engineering, and the Director, Safety & Security in their leadership roles by overseeing property administration and operations, improving and maintaining standardized practices and procedures, and implementing new tools and programs to increase the efficiency of Property Management team members in the Boston Region.
Essential Functions:
Property Management
Manage the implementation of new tools, programs and company-wide initiatives within Property Management. Facilitate communication, training and follow-up as needed to ensure successful adoption and/or compliance.
Serve as the liaison between Property Management and the applicable Corporate Services Department regarding questions, issue resolution, information requests, new program rollouts, and so forth.
Assist in the due diligence process for prospective buildings including reviewing service contracts and overseeing the acquisition of new staff if appropriate.
Assist department leadership in research, data analysis, and presentation of special projects and requests from Corporate Services or Region.
Coordinate internal and external building audits for all property management offices.
Serve as the department’s liaison with BXP’s DEI Council for supplier diversity regarding Underrepresented Business Enterprises (UBEs).
Oversee the myCOI program for PM department, including monitoring compliance statistics, following up with PM teams, and serving as the primary point of contact with myCOI.
Assist the Director, Engineering in coordinating the BXP Asbestos Containing Materials Operations & Maintenance Plan and assist the Director, Safety & Security with the companywide Volunteer AED Program.
Administration
Provide training and assistance to newly hired Property Management staff on Company databases, tools and policies as well as provide departmental orientation.
Provide guidance and support to the Property Management Coordinators, PM AP Support Specialists, and PM Support Specialists, including coordination of consistent training and standardized procedure implementation. Partner with Property Manager/Senior Property Manager in providing coaching regarding individual development as appropriate.
Provide recruiting support and oversight for new Property Management staff including facilitating flow and screening of resumes and participating on the interview team.
Oversee department compliance with Accounting Operations requirements, including new vendor requests, recurring voucher setup, month- and quarter- close deadlines, etc.
Help coordinate or create new hire paperwork as well as all transfer, promotion and separation paperwork for Property Management staff.
Maintain department portfolio lists and org charts and distribute to appropriate parties.
Oversee final eTime sign off for all Property Management staff including ensuring appropriate approvals are in place and reconciling issues and discrepancies.
Coordinate with Payroll and IS regarding problems or updates related to eTime or time clocks. Request new payroll codes for new buildings and splits.
Assist in various regional RFPs by preparing documents, inviting and coordinating with bidders, processing analysis and contract approval, and finalizing agreements in accordance with BXP Internal Audit Bidding Requirements.
General
Provide calendar management and meeting coordination for department leadership, including visitor preclearance, booking conference rooms and/or catering, and meeting agendas/notes as needed.
Provide administrative support to department leadership, including work on projects and documents of confidential nature, correspondence creation and distribution (e.g. letters, memorandums) including editing, proofreading, PowerPoint and spreadsheet creation and maintenance.
Manage regional files per BXP Records Retention Policy (electronic and physical).
Coordinate documents for signature to include reviewing all materials for proper backup and facilitating appropriate dissemination.
Facilitate distribution of information to Property Management staff and department leadership.
Code purchasing card and corporate card transactions and process regional purchase orders and invoices for review and approval.
Coordinate the preparation of operating budgets and the quarterly variance report process.
Coordinate and review annual capital expenditure budgets as well as provide assistance in the coordination and preparation of quarterly status report.
Perform other duties and special projects as assigned.
Requirements and Qualifications:
A High school diploma or equivalent education certification required. An AA/AS or BA/BS desirable.
A minimum of 3 to 5 years of experience in busy office environment is required with an emphasis on strong interpersonal and customer service skills.
Prior work experience in property and real estate management positions highly desirable.
Proficiency in Microsoft Office Applications, including Teams, SharePoint, and Visio preferred.
Excellent oral and written communication skills.
Ability to retain knowledge of a multitude of information, procedures and workflow processes.
Ability to work autonomously as well as a productive member of a team.
Excellent organizational and coordination skills.
Ability to multi-task, and possesses excellent follow-through.
Knowledge of basic office equipment required (printer/copier/scanner); conference room/presentation equipment knowledge preferred.
Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
Ability to effectively and professionally manage personnel and deal with a broad range of personnel matters.
Physical Requirements:
Involves work of a general office nature usually performed sitting such as answering the phone and operating a computer.
Involves work of a general office nature usually performed standing such as filing and photocopying, faxing etc.
Involves movement between departments and sometimes office building floors to facilitate work
Internal and External Contacts:
Regularly interfaces with members of BXP Property Management leadership team and staff, tenant contacts, vendors/contractors and various consultants.
Reporting Structure:
This position reports directly to the Senior Vice President, Property Management, who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.
BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.
Boston Properties is an Affirmative Action and Equal Opportunity Employer. We are committed to fair and impartial treatment in all of our relations with employees, as well as applicants for employment, to recruit, upgrade, train, and promote in all job titles without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.