Associate, Property Management Coordinator

About the role

Bulfinch is a third-generation commercial real estate firm specializing in the acquisition, development, management, and repositioning of commercial properties in Greater Boston. Since 1936, Bulfinch has taken a unique approach to creating value in commercial real estate and has successfully evolved and adapted to industry changes and the needs of all our stakeholders. The firm was founded on a commitment to our employees and the culture we began cultivating 90 years ago embodies our entrepreneurial spirit and sense of family. We are looking for an Associate, Property Management Coordinator to join our Property Management team.

Responsibilities

• Serve as a primary point of contact for tenants, providing timely, professional, and high-quality customer service.
• Develop and maintain positive day-to-day relationships with tenant contacts, ensuring tenant needs and requests are addressed appropriately and escalated when needed.
• Take an active role in tenant retention by supporting strong communication, responsiveness, and follow-through.
• Care for tenant move-ins, move-outs, onboarding, welcome materials, building access coordination, tenant orientation materials, and tenant information updates.
• Coordinate tenant events and engagement initiatives, including planning, communications, vendor coordination, setup support, and post-event follow-up.
• Support tenant meetings and recurring property meetings by preparing agendas, taking notes, tracking follow-up items, and ensuring open items are completed.
• Aid in sustainability initiatives and administrative responsibilities, including tracking utility, waste, recycling, energy, and sustainability data across the portfolio.
• Prepare and maintain meeting notes for Energy Star, sustainability, utility, and property operations meetings; track action items and assist with follow-up.
• Maintain consistency across the portfolio by standardizing tenant communications, manuals, templates, procedures, signage, contact lists, emergency information, and property-level documentation.
• Manage, track, dispatch, and follow up on tenant work order requests to ensure timely completion, appropriate communication, and accurate billing where applicable.
• Aid in vendor coordination, including scheduling work, communicating property protocols, maintaining vendor COIs, tracking contract documents, and supporting vendor compliance.
• Aid in reviewing vendor performance and supporting annual vendor evaluations, contract renewals, RFPs, and bid processes.
• Assist with coordination of capital projects, tenant improvement projects, inspections, and other property-level initiatives as needed.
• Conduct regular property, common area, and tenant space walk-throughs as directed to identify maintenance issues, safety concerns, or tenant experience opportunities.
• Maintain organized electronic and physical files, including leases, contracts, invoices, purchase orders, vendor records, COIs, tenant correspondence, manuals, and property documents.
• Absorb and provide accurate, professional, consistent, and aligned with Bulfinch branding and applicable institutional partner requirements outgoing communications.
• Assist with general office administration, including ordering supplies, maintaining files, coordinating meetings, providing phone/email coverage, and supporting property management office needs.
• Requires frequent local travel between properties within approximately a 30-mile radius.

Qualifications

• Bachelor's degree preferred.
• 1-3 years of relevant experience preferred; prior administrative, customer service, property management, or commercial real estate experience is a plus.
• Must have reliable transportation and the ability to travel to properties throughout Massachusetts as needed.
• Strong customer service orientation and ability to build positive relationships with tenants, vendors, and internal teams.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and follow-up items.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Able to work independently and as part of a team.
• Professional, proactive, detail-oriented, and solutions-focused.
• Able to remain calm, courteous, and effective in time-sensitive or challenging situations.
• Interest in commercial real estate, property management, tenant relations, and sustainability initiatives preferred.