Property Management Coordinator

Join to apply for the Property Management Coordinator role at BXP, Inc.

Be among the first 25 applicants.

Assist Property Management with the day‑to‑day operations and client relations of assigned property or portfolio through the coordination of client requests and administration of maintenance services. Serve as the primary point of contact for client services.

• Create purchase orders and service contracts, code and process vendor invoices using required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
• Perform Accounts Payable duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Review invoices diligently and proactively reach out to vendors to resolve 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.
• Assist with scheduling of contractor work (e.g., window washing) and coordinate with clients.
• Contribute to overall office operational needs by providing phone coverage and administrative support related to maintaining property management operations as necessary.
• Assist 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 customer service and take an active role in client retention program.
• Coordinate, for and provide clients with weekly, holiday and 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.
• Provide support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
• Assist in the maintenance of an organized, updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, client work order billings and other general files.
• Process correspondence with clients, contractors and other third parties for Property Management staff.
• Assist Property Management with contract documentation while following the policies and procedures of internal controls.

• Perform other duties and special projects as assigned.

• 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…