Property Management Associate: Tenant & Operations

About the Organization 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.

The heart of Bulfinch is our people. We are committed to the individual growth and development of our most important asset - our team members. Bulfinch offers top-tier benefits and career-enhancement opportunities to all employees. We celebrate diversity and are committed to creating an inclusive environment for all employees. Bulfinch is proud to be an Equal Opportunity Employer.

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Description

Position: Associate, Property Management Coordinator

Department: Property Management

ABOUT US:

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. This individual will support the day-to-day operations of Bulfinch's property management portfolio, with a strong focus on tenant relations, tenant experience, property operations, administrative coordination, sustainability initiatives, and maintaining consistency across the portfolio. The ideal candidate is organized, service-oriented, proactive, and interested in building a career in commercial real estate and property management.

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.
• Coordinate and communicate with tenants regarding building operations, service requests, property updates, access needs, events, procedures, and general inquiries.
• Manage, track, dispatch, and follow up on tenant work order requests to ensure timely completion, appropriate communication, and accurate billing where applicable.
• Assist with 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.
• Assist with 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.
• Help maintain consistency across the portfolio by standardizing tenant communications, manuals, templates, procedures, signage, contact lists, emergency information, and property-level documentation.
• Maintain accurate tenant contact lists, emergency contact lists, parking assignments, distribution lists, tenant manuals, safety procedures, building information packages, and other property records.
• Assist the Property Manager with performing financial functions such as assisting in the budgeting process, maintaining budgets,…