The Assistant Property Manager (APM) reports to a Senior Property or Property Manager (PM) and works as part of a Property Management Team within the HRE Property Management Group. The APM plays a key role in the operation of a diverse portfolio of buildings within the greater HRE portfolio. Essential tasks of the APM include a key role in both financial and operational aspects of their assigned portfolio. The APM provides exceptional service as the lead point of contact for vendor relations, tenant communications, and lease administration in a fast-paced property management organization.
Inspects properties regularly to identify and address issues.
Manages the use of the Building Engines work order system; inputs work orders, follows up on work orders with tenants and/or service providers as necessary, and reviews work order reports monthly with PM.
Oversees the completion and project management of tenant improvement projects for new commercial and university tenants within the portfolio as needed.
Supports the PM by collecting, analyzing and reporting operational metrics monthly, quarterly, and annually.
Acts as back-up for PM, and works closely with the PM to learn all aspects of the affective management of the portfolio. Able to provides coverage and assumes property management responsibilities as needed for other members of the greater HRE Property Management Team.
Works as part of the team to recommend and implement changes to improve cost-effectiveness and enhancements to the HRE service quality.
Assists PM in the implementation of sustainable initiatives throughout the portfolio. Serves as the lead contact for energy conservation / utility monitoring utilizing the University's various utility monitoring software systems.
Responsible for coordination of all safety training and emergency evacuation drills with the University's EH&S department
Answers the telephone and responds to general inquiries from tenants, service providers, community members, etc.
Manage all portfolio and building-related special events.
Expected to be available afterhours or on the weekend for portfolio, HRE, or University related emergencies. The APM is considered essential personnel and must be able to respond if called upon.
Serves as primary contact for (and communicates regularly with) service providers, including trades people, maintenance, security personnel, contractors, etc.
Meets service providers for bidding/ job scope reviews and entry into buildings; contacts and dispatches service providers when a call goes beyond POA capability.
May assist tenant Office Managers in the solicitation of bids and in vendor contract administration.
Ensures tenant contact lists are updated and current and works with PM to ensure effective tenant/occupant communication.
Serves as key point of contact for the management of tenant related concerns.
Ensures the daily use and supervision of tenant related work orders in the HRE work order system, Building Engines.
Financial & Administrative:
Plays a key role in the development of the operating and capital budgets. Responsible for the implementation and administration of the various operating budget expenses.
Engages with the Commercial Leasing Team and the portfolio Financial Analyst to ensure the accurate payment of stipulated base rent, CAM and taxes of commercial tenants within the portfolio.
Assist in the processing of invoices and reimbursements via HComm; maintains P-Card back-up; ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
Responsible for the implementation and adherence of the HRE Collection Protocol for past due commercial rental delinquencies.
Participate in appropriate classroom, on-the-job and other training and professional development
Performs other job-related duties as assigned by the PM or the Director of Ops for HRE.
Salary Grade: 056
Union: 55 - Hvd Union Cler & Tech Workers
This position requires a college degree or other post-secondary-school training, as well as a minimum 7 years of commercial real estate management experience. Must be able to provide excellent customer service, work effectively with diverse people, handle confidential or sensitive information appropriately, manage multiple tasks and work well under pressure, manage time and tasks effectively without close supervision, enjoy solving problems, and communicate clearly orally and in writing. Knowledge of Microsoft Office, Building Engines, CCure and ability to learn other business software programs is required.
** Note: Some responsibilities may shift depending as the needs of HRE change.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 47958BR
About Harvard University Campus Services
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.