Management Assistant Jobs in Worcester, MA (NOW HIRING)

Primary Purpose of Position:

Assist the Property Manager in the timely completion and resolution of day-to-day operational issues, regularly interfacing with tenants and vendors, and ensuring consistent curb appeal at assigned properties or property.  Serve as a tenant liaison in the building, maintaining a high level of tenant satisfaction.

Essential Functions:

Management

• Assists in the development and mentorship of the Property Management Coordinator.
• Mobilizes others (both BXP employees and contracted service providers) to meet or exceed customers' expectations and goals of the assigned portfolio.
• Uses sound business judgement to escalate potential issues to leadership.

Tenant Relations 

• Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up.  Regularly inform Property Manager of topics discussed and action items to be addressed.
• Arrange, coordinate and attend new tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations etc.
• Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection.
• Coordinate annual tenant fire warden training and evacuation drills.
• Respond to site emergencies when applicable and participate in company emergency response protocol

Operations

• Manage and facilitate the execution of tenant work order requests with building staff and/or outside vendors to completion in a timely manner.
• Assist Property Manager with the development of RFP's and execution of contracts and purchase orders.
• Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order.
• Maintain financial management responsibilities including providing assistance in the preparation of budgets, accruals, reforecasts and reporting budget variances. 
• Analyze current maintenance programs/procedures and make recommendations to Property Manager that ensures operating efficiency and effectiveness.
• Provide direction to Property Management Coordinator for maintaining and updating insurance certificate files for all contractors performing work at the properties.
• Partner with Property Manager to identify and achieve additional tenant service income.
• Manage tenant electric meter reading procedure and ensure accurate and timely invoicing including annual reconciliation billings.
• Review and approve property invoices as per the authority in approval matrix.

General

• Regularly inspect tenant space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain defined level of expectation.
• Coordinate with external contractors (i.e. janitorial, security, etc.) and internal departments (i.e. engineering, accounting, leasing and construction, etc.) to ensure seamless and cost-effective customer service is delivered.
• Work with the construction department, including participation at tenant improvement meetings and scheduling shutdowns of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work.
• Team player who collaborates with all internal and external stakeholders. 
• Maintain a working knowledge of Company databases and information/reporting tools.
• In support of the Property Manager/Senior Property Manager, you may be involved in the following:
  • Tenant communication, logistical coordination, and site impacts related to CapEx projects in assigned properties as required.
  • Providing feedback to vendors on contract employees' performance as needed.
• Work with Leasing Department to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions from the Leasing Representatives.
• Work with Marketing Department to facilitate creating a sense of place through holding tenant relation functions, events, and promotions.
• Attend industry conferences and conventions.
• Perform other duties and special projects as assigned. 

Region/Building Specific Functions:

Requirements and Qualifications:

• BA/BS degree in business administration, real estate or related field required.
• 2-5 years of property management experience preferred. 
• Continuing education in the field through RPA or CPM certification courses, and LEED approved courses highly desirable.
• Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
• Demonstrated proficiency with Microsoft Office applications. JD Edwards experience preferred. 
• Familiarity with ADA and OSHA preferred.
• Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Demonstrated ability to respond to a variety of multiple tasks/situations with both creativity and resourcefulness.
• Ability to work autonomously and as a productive member of a team.
• Ability to work under pressure and meet deadlines.

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 work such as tours throughout property portfolio usually performed by walking and by climbing stairs. 

• Involves movement between departments to facilitate work.

• Regularly required to bend and reach.

• Regularly use hands and fingers to write and type.

• Regularly required to talk and hear.

• Occasionally required to crouch, climb stairs and ladders and in environments with temperature ranges both while working outside and inside.

• Occasionally exposed to vibration or noise as well as dust.

• Vision abilities allowing reading of printed material, graphics, computer displays and physical inspections of properties and sites.

Internal and External Contacts:

This position interacts extensively with all levels of employees within Boston Properties, with tenants and the public.

Reporting Structure:

This position reports to the senior most property manager in the assigned portfolio who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.

Salary Range:

$79,310 - $107,000.  BXP offers a competitive total rewards package including base salary and annual discretionary bonus.  The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors.  Our 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. 

BXP is an Equal Opportunity Employer encouraging diversity in the workplace.  All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.