Assistant Property Manager

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Housing & Real Estate

Harvard University Housing & Real Estate (HUHRE) is a department within Harvard Campus Services, a multi-department organization within Harvard’s Central Administration. HUHRE supports the University’s educational and research efforts by offering Harvard affiliates a wide array of housing and real estate services in University-owned properties which are conveniently located, competitively priced, and professionally managed to residents and tenants alike. HUHRE serves as the asset manager for Harvard’s portfolio of commercial spaces and centrally stewarded institutional assets, overseeing the leasing and operations of University-owned institutional space for Harvard affiliates and commercial spaces for rent by private retail tenants within the Cambridge, and Greater Boston area.

HUHRE manages a broad range of initiatives and assets to help support the Harvard community. These include, but are not limited to:

• Leasing, managing, and renewing Harvard-owned housing as well as Harvard offices/institutional spaces, and commercial real estate portfolios
• Leading community engagement and programming opportunities
• Managing relationships with external partners and vendors
• Working within the larger University community to develop and coordinate University-wide policies and strategies
• Supporting new University housing and real estate development projects across the Cambridge and Greater Boston area

Harvard University Housing & Real Estate and Harvard Campus Services are committed to cultivating an organization that is diverse, equitable, and inclusive.

Job Description

The Assistant Property Manager (APM) reports to an Assistant Director of Operations and works as part of a Property Management Team with the Harvard Real Estate (HRE) Operations Group. The APM plays a key role in the operation of a diverse portfolio of buildings within the greater HRE portfolio. The HRES portfolio consists of 3.3 million square feet located in Allston and Cambridge, MA. Essential tasks of the APM include overseeing core aspects of day-to-day property management. They will manage select vendor service providers throughout their assigned portfolio. The APM provides exceptional service as the lead point of contact for tenant communications and lease administration in a fast-paced property management organization.

Job-Specific Responsibilities

Personnel Management

• Provides day to day direction to the HRE Property Administrator (PA) and Property Operation Assistants (POA) or contracted maintenance vendor in addressing the needs of the tenants and their assigned properties.
• Participates in interviewing for PAs and POAs.

Operational

• Project management of assigned operating projects (budgets under $100K) and tenant renovation projects.
• Manages terms and conditions of assigned commercial leases, with support from HRE Commercial Leasing team. This includes, but is not limited to supporting proper notification requirements HRE is required to make to the tenants, ensuring that the financial obligations of the tenant are met, supporting our financial management team in calculating common area maintenance charge-backs, etc.
• Conducts regular property inspections to identify issues and support appropriate curb appeal and tenant satisfaction. Develop and implement plans to resolve identified issues.
• Follows up on work orders with tenants and/or service providers as necessary; reviews work order reports monthly with PM, Chief Engineer, and Asst. Director of Operations.
• One of multiple team members who receive tenants calls and enters work orders into the Building Engines work order system; follows up on work orders with tenants and/or service providers as necessary.
• Coordinates with maintenance, security, cleaners, etc. to complete actions items; orders and maintains building supply inventory; acts as primary contact and coordinator for vending machines, building access system, etc.; implements building-wide recycling and composting programs as appropriate.
• Collects, analyzes and reports operational metrics monthly, quarterly and annually.
• Provides property management coverage for other members of the HRE Property Management Team to support a unified team approach to management.
• Works as part of the team to recommend and implement changes to improve cost-effectiveness and service quality.
• Implements sustainability initiatives throughout the portfolio.

Vendor management

• Serves as primary contact for and communicates regularly with service providers, including building trades professionals, maintenance professionals, security personnel, contractors, etc.
• Manages a full range of vendors with various contract sizes, including HVAC, electrical, plumbing, security, and janitorial, etc.; Ensures vendor adherence to service contracts, Harvard standards referenced in the contracts and the full completion of property repairs or requests.
• Holds vendors accountable if vendor is not fulfilling terms of the contract.
• Meets service providers for bidding/ job scope reviews; contacts and dispatches service providers when a call goes beyond POA capacity.

Customer Service

• Serves as a primary point of contact for tenant/occupants. Ensures effective tenant/occupant communication.
• Responsible for coordination of all safety training and emergency evacuation drills with the University’s Environmental Health & Safety (EH&S) Department.
• Manage building-related special events and projects as assigned.

Financial & Administrative

• Supports the development of operating and capital budgets by gathering and documenting relevant information; reviews/analyzes expenses, provides information for forecasts, and actively assists with effective cost management.
• Assist in the processing of invoices and reimbursements via University invoice approval process (HComm) maintains back-up for University procurement systems (P-Cards, AP); ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
• Follows up on rental delinquencies via telephone and correspondence, as directed.
• Responds to general inquiries from tenants, service providers, community members, etc.
• Participate in a range of professional development opportunities.
• Performs other job-related duties as assigned.

Working Conditions:

• Emergency Status Designation: Essential Personnel

Qualifications

Basic Qualifications:

• This position requires a minimum of three years’ real estate experience, with a minimum of one of these years in property or asset management.
• A bachelor’s or master’s degree in facilities management, facilities engineering, project management, construction management or related field may be considered in lieu of experience.

Additional Qualifications and Skills:

• 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 and ability to learn other business software programs is required. Harvard experience and sense of humor helpful.
• Bachelors degree preferred.
• IREM© Certified Property Manager (CPM) or equivalent certification preferred.
• Must demonstrate strong communication (phone, written, in-person) and interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities.
• Must have strong organizational skills with a proven ability to assume accountability for projects and work independently to see tasks from start to finish.
• Must be proficient in writing business correspondence and have strong computer skills.
• Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
• Must be able to handle complex and confidential materials and information.
• Customer service orientation, a bias for action, a high level of integrity, sensitivity to various interests, diplomacy, advocacy, self-confidence, and resourcefulness are all desired competencies.

Certificates and Licenses:

• IREM© Certified Property Manager (CPM) or equivalent certification preferred.

Additional Information

Standard Hours/Schedule: 40 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Drug Test, CORI, References

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.