Company Overview:
The firm is a fifth-generation, family-owned and operated commercial real estate company headquartered in Boston, where it has been based since 1898. The firm owns and manages a distinctive portfolio of historic and landmark properties, concentrated primarily in Boston's Back Bay, with an additional office asset in Providence, Rhode Island. Its holdings include custom and flexible office space, luxury retail properties on Newbury Street and Arlington Street that are home to tenants such as Valentino and Loro Piana, and a 20,000 SF historic venue that hosts major exhibitions and events. Guided by a long-term ownership philosophy and a personalized, hands-on approach to tenant relationships, the firm is committed to maintaining its properties to an exceptional standard and to investing in the city and communities it calls home.

Position Description:
The position of Senior Property Manager will directly manage and oversee several Class B commercial properties in downtown Boston, one commercial /residential property in Boston, two residential properties in Brookline and one Class B commercial property in Providence, RI. The position of Senior Property Manager will also manage and oversee other buildings and projects as may be assigned from time to time.

The Senior Property Manager will coordinate with and report to the Director of Property Management, Chief Operating Officer, CFO/Executive Vice President, and Senior Vice President as appropriate, depending on the matter.

Primary Responsibilities:
General Facilities Management (designated properties and assigned projects).

• Conduct regular inspections of the property and tenant spaces to ensure compliance with leases, compliance with policies and proper upkeep of the property.
• Coordinate and supervise vendors and service providers to ensure each property is maintained at a high level.
• Collaborate with contractors to estimate, budget and schedule projects.
• Work with COO and CFO/Executive Vice President to identify, prioritize, budget and schedule projects. Devise, prepare, and maintain necessary forms and reports to effectively schedule and follow through on current and future projects.
• Manage contracts and relationships with service providers to ensure cost effectiveness and quality of work.
• Understand building codes and standards.
• Coordinate with the condominium owners, local vendors and contractors as needed for projects, repairs and building/tenant notifications.
• Devise, prepare, and maintain necessary forms and reports to effectively schedule and follow through on projects and routine maintenance work.
• Manage all details of move-ins, move-outs and tenant fit up.
• Assist the Director of Property Management with construction and renovation projects as needed.
• Attend meetings when requested by COO, Sr. Vice President and CFO/Executive Vice President.
• Be available for on-call response to emergencies that occur after business office hours.
• Assist the Director/Property Management in supervising support staff in the performance of their job duties including day-to-day management of systems and databases at all properties including building management systems, cameras, access control, signage, visitor management, emergency broadcast network, etc. (Building Engines Prism, Butterfly, Brivo, Easy Lobby, Touchsource, Yardi, etc.).

Tenant Service (designated properties and assigned projects).

• Communicate with tenants and manage the properties to the highest standards. Ensure that tenants are provided with a clean and well-maintained environment.
• Develop, foster and maintain day-to-day relations with tenants and or tenant’s contacts. Ensure each tenant’s needs and requests are met to their expectations.
• Resolve tenant issues and requests in a timely manner. Identify when to escalate issues to senior management. Follow up with tenants to ensure satisfactory resolution of issues.
• Respond to accidents and emergency situations as needed, taking immediate steps necessary to neutralize or control the emergency as much as possible; report to senior management as appropriate.
• Respond to maintenance and security issues, tenant issues and emergency calls at all assigned properties.
• Ensure all maintenance requests are managed in a timely manner based on the nature of the request. Communicate any delays to tenants.
• Disseminate all pertinent building information to tenants.
• Input, update and review maintenance requests in work order system.

Financial Related Activities (designated properties and assigned projects).

• Review, approve, and/or code invoices in a timely fashion, verifying accuracy of amounts due vs. contract amount. Confirm completion of project at time of invoicing and payment based on percentage of completion.
• Assist with the preparation of and implementation of operating and capital budgets including planning, pricing and scheduling.
• Oversee, obtain and track tenant and vendor COIs in work order system and property management software.
• Assist in collection efforts of past due amounts.
• Assist in preparation of year-end Operating/CAM reconciliations in cooperation with accounting department.
• Leasing (designated properties and assigned projects).
• Provide support to COO and Senior Vice President including, developing budgets for tenant improvements, and scheduling and coordination of work.
• Provide transaction support for lease deals such as tenant improvement pricing and coordination with contractor(s).

Residential Rentals

• Responsible for coordinating marketing of potential vacant apartments and parking spaces and the annual rental of the same under the supervision of the COO, Senior Vice President and Director of Property Management.
• Responsible for inspecting each potential vacant apartment and determining and coordinating timely renovation work and budget for such apartments and incoming tenants.
• Responsible for move outs and move ins of all residential tenants and parking tenants.
• Supervise and expedite in-coming tenant application processing and verification.

Other

• Such other duties as may be assigned from time to time.

Qualifications:

• 4-year college degree (B.A., B.S., or B.B.A.).
• IREM RPM or CPM certification or similar designation.
• Experience/familiarity with relevant software such as Yardi, Word, Excel, Building Engines or other facilities management software, etc.
• Minimum 7-10 years’ experience in residential/commercial facilities and property management.

Salary: Compensation will be based on experience and include a bonus and benefits.