Company Overview:
Established in 1997, our client is a global real estate investment and development firm headquartered in Boston, MA. The firm focuses on strategic investments into value-add, core-plus, opportunistic, and development opportunities.

Throughout North America and Europe, the firm is consistently recognized as one of the premier owner-operators of both directly managed and joint-venture commercial real estate. To date, the firm’s fully integrated real estate operating platform has acquired or developed more than 74 million square feet of commercial space across industrial, multifamily, office, mixed-use, and renewable energy sectors, with a total value of approximately $11.5 billion.

Position Description:
The Assistant Property Manager (APM) supports the Property Manager (PM) with the daily operation and management of New England area office assets. The APM assists with tenant and vendor relations, supervising the engineering team, construction and project management, and preparing various reports. The APM reports to the Property Manager.

Primary Responsibilities:         

Tenant Relations:

•  Serve as primary point of contact for tenant inquiries and service requests
• Implement and maintain building amenities
• Manage work order systems
  • Respond to tenant requests and ensure tickets are updated in a timely manner (daily)
  • Close out completed work orders (daily)
  • Create the tenant work order bill back invoices, send to the accounting team (monthly)
• Maintain positive tenant relationships through consistent communication and follow-up.
• Send building notifications for emergency repairs, planned work, and events.
• Develop and maintain Tenant Binder Guide on building rules and regulations
• Maintain accurate tenant contact lists
• Monitor compliance on all tenant certificates of insurance
• Send building notifications for emergency repairs, planned capital work, and events
• Plan and assist with tenant engagement events and onsite programming.

Operations & Vendor Coordination:

• Collaborate with building engineers to monitor vendor performance and confirm job completion.
• Ensure projects and repair work are completed in line with the budgeted timeline.
• Assist the Property Manager with maintenance of vendor contracts, service agreements, and certificates of insurance.
• Review and track vendor performance reports, inspections, and preventative maintenance tasks.
• Conduct regular building walkthroughs to assess property conditions and address operational needs.
• Build positive relationships with vendors
• Maintain service management agreements

Engineering Relations:

• Communicate with building engineers and review tasks (daily)
• Review repair work orders and follow-up to make sure updates are provided regularly (daily)
• Organize meetings to perform building walkthroughs and review larger picture issues (monthly)
• Prepare review of the preventative maintenance work orders (monthly)

Financial & Administrative:

• Approve invoices daily
• Check utility accounts/bills bi-weekly for accuracy, usage anomalies, and missed invoices; coordinate corrections and tenant billbacks as needed
• Monitor delinquent rent collections, issue reminders to tenants, and process late fee invoices as needed.
• Support monthly billing, annual budgets, and operating expense reconciliations
• Assist with monthly operating reports
  • Property Narratives
  • Variance Reports
  • Cash Flow Reports
  • Aged Delinquency Reports
• Track real estate tax payments; ensure documentation is properly filed and process tax bills

Leasing & New Lease Support

• Update lease profiles in MRI, including all contact information, lease details, and recurring billing.
• Create lease abstracts summarizing key terms.
• Update vacancy and new lease trackers.
• Coordinate with PM and building engineers to prepare suites for move-in.
• Send tenant welcome packages 30 days prior to occupancy.
• Assist Property Manager with preparations for vacating tenants, including conducting final walk-throughs, collecting delinquent charges, issuing a security deposit return, and updating administrative systems.

Management Support

• Provide administrative and operational support to Property Manager(s) across assigned properties.
• Participate in a brief daily meeting with the PM to review urgent repair or administrative priorities.
• Support achievement of property goals, including NOI, occupancy, and tenant satisfaction.
• Assist PM with special projects and initiatives as assigned.

Qualifications:

• Bachelor’s degree from an accredited college/university required
• 1-2 years property management, customer service or administrative experience
• Excellent verbal and written communication skills
• Highly organized with the ability to multi-task, prioritize, and meet deadlines
• Client service focused and strong problem-solving skills
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• MRI software experience is a plus
• Ability to effectively interface with all departments of the company and represent the company in a highly professional manner
• Frequent local travel throughout the New England portfolio required; occasional out-of-state travel may also be necessary.

Salary: Base salary $85,000. Total compensation will be based on experience and include a bonus and benefits.