"Assistant Property Manager"

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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 Real Estate (HRE) is a department within HUHRE. The Assistant Property Manager (APM) position reports directly to the Property Manager (PM) and Assistant Director of Operations (ADO). The APM works as part of a property management team within the HRE Operations Group. The HRE Operations Group is comprised of four property management teams responsible for a diverse portfolio of buildings consisting of 3.3 million square feet located in Allston and Cambridge, MA. As an HRE Property Manager, the primary responsibilities include the day-to-day operations, tenant services, project management and financial support within the assigned portfolio.

Essential tasks of the APM include overseeing core aspects of 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:

• Supports the project management of assigned operating projects (budgets under $300K) and tenant renovation projects, to include scope review, solicitation of proposals and the coordination with the procurement department in issuing contracts for the projects.
• Assists in managing 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.
• One of the multiple team members who receive tenants calls and enters work orders into the work order system (Building Engines) and follows up with work orders with tenants and/or service providers as necessary. APM reviews the monthly work order reports with the ADO, PM, PA and Property Operations Assistants.
• Coordinates with maintenance, security, cleaners, etc., to complete action items; orders and maintains building supply inventory; acts as primary contact and coordinator for vending machines, 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.
• Assists with building access control changes at the request of tenants and in support of various events by implementing the changes in the CCure system.
• Assists in the processing of invoices and reimbursements via the University invoice approval process (Buy2Pay), maintains back-up for the University procurement systems (P-Cards, AP); ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
• Assists in the preparation of operating and capital budgets, variance reporting, and actively researches effective cost management solutions for assigned portfolio. The APM participates in regular meetings with Financial Services in ensuring accurate coding of expenses to align with the operational and capital budgets.
• Utilize HRE leasing and operations system, Yardi, and other Harvard internal administrative systems, i.e., Buy2Pay, C-Path and Concur, in support of project needs and financial processing and reporting.
• Provides property management coverage for other members of the HRE Property Management Team to support a unified team approach to management.
• Participate in a range of professional development opportunities.
• Performs other job-related duties as assigned.

Working Conditions: Emergency Status Designation: Essential Personnel. The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Qualifications: Basic Qualifications: Three years’ experience with commercial property management. Proven experience in working with real estate accounting reports and systems. Commercial/industrial lease management with lease interpretation experience. Additional Qualifications and Skills: 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 Microsoft Office, writing business correspondence and have strong computer skills. Excellent customer service and communication skills. Demonstrated success working in a team environment. Ability to work under pressure and meet deadlines.