Property Management Coordinator

Primary Purpose of Position

Aid Property Management with day-to-day operations and client relations through coordination of client requests and administration of maintenance services. Serve as the primary point of contact for client services.

Essential Functions

• Create purchase orders and service contracts, code and process vendor invoices, and ensure vendors are billing according to contracts, negotiated rates, and property budgets.
• Diligently review invoices and proactively reach out to vendors for review of questionable or inaccurate billings.
• Manage and track sustainability statistics for the portfolio, including waste diversion, electrical consumption, and water consumption.
• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Manage new vendor setup.
• Execute prompt, accurate billing of client work orders for billable services on a bimonthly basis.
• Afford assistance in scheduling contractor work (e.g., window washing) and coordinate with clients.
• Contribute toward overall office operational needs by providing phone coverage and administrative support related to maintaining property management operations as necessary.
• Afford assistance to Property Management team with gathering and inputting data in property budgets.
• Assist Property Management in promoting, establishing, and maintaining positive relations with clients and with the day-to-day operations of the property.
• Answer and route phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Provide clients and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures, and supplying general building information.
• Notify Property Manager of repeat client complaints or unusual and/or unreasonable situations.
• Provide high quality of customer service and take an active role in client retention program.
• Cook up and provide clients with weekly, and holiday / special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.
• Update and maintain current daily and emergency client contact lists and client information manuals.
• Support Property Managers by producing, modifying, and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
• Afford assistance to Property Management with contract documentation while following the policies and procedures of internal controls.

Requirements and Qualifications

• High school diploma or equivalent certification required.
• Bachelor’s degree preferred.
• 0 to 3 years of previous customer service experience preferred.
• Prior administrative experience and experience in property and real estate management highly desirable.
• Proven customer service and problem-solving skills.
• Ability to listen, think clearly, and communicate effectively and courteously in challenging and sometimes stressful situations.
• Excellent written and verbal communication skills.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated proficiency with Microsoft Office Applications.
• Ability to organize and coordinate work efficiently and set priorities.
• Ability to work independently and as part of a team.
• Consistently project professionalism in representing BXP at all times.
• Ability to work under pressure and effectively meet deadlines.
• Flexibility to work beyond the regular work schedule.

Physical Requirements

• Involves work of a general office nature usually performed sitting such as operation of a computer.
• Involves work of a general office nature usually performed standing such as operation of a fax and printer.
• Involves movement between departments, and buildings to facilitate work.
• Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs.
• This is an on-site position and requires in-person attendance.

Internal and External Contacts

• The Property Management Coordinator will regularly interface both verbally and in writing, with client contacts, with the property management, leasing, construction, development and financial teams as well at external vendors, construction professionals and consultants.

Reporting Structure

This position reports to a Property Manager who provides daily supervision, guidance, and coordinates, evaluates and monitors work performance on a periodic basis.

Schedule

On-site position.

Benefits

• Competitive total rewards package including base salary and annual discretionary bonus.
• Comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more.

Equal Opportunity Employer

BXP is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.