Property Administrator

Harvard Real Estate (HRE) is a department within HUHRE. The Property Administrator (PA) position reports directly to the Property Manager (PM) and Assistant Director of Operations (ADO) and works as part of a property management team within the HRE Operations Group. The HRE Operations Group is comprised of three property management teams responsible for a diverse portfolio of buildings consisting of 3.3 million square feet located in Allston and Cambridge, MA.

The PA provides exceptional service to HRE clients by understanding the portfolio, communicating with, and coordinating among tenants and service providers, and providing operational, vendor, customer service, financial and administrative support in a fast-paced property management organization.

• Receives calls and enters work orders into the work order system; follows up on work orders with tenants and/or service providers as necessary; reviews work order reports monthly with the team. Proactively follows-up with customers to ensure expectations are being met.
• Partner with the Property Manager, Assistant Property Manager, and Property Operations Assistants in providing routine preventative maintenance with the assistance of a computerized software program.
• Provide support, information, prioritization, and coordination of assignments for Property Operations Assistants’ (POA).
• Coordinates and assists in the administration of all service-related contracts (HVAC maintenance, security, cleaners, etc.) and maintains building supplies; acts as primary contact and coordinator for vending machines, building access system, etc.; implements building-wide recycling programs as appropriate.
• Implements requested changes in the Harvard CCure building access systems.
• Coordinates with the Fire Group to schedule impairments as needed and provide notifications to tenants and teams.
• Collaborates closely with team to learn all aspects of property management; works as part of the team to implement changes to improve cost-effectiveness and service quality.
• Perform administrative support with tenant notification documents to include welcome packages, delivery notice, opening notice, etc., to share with the leasing department.
• At the direction of the PM and ADO, may serve as liaison for and communicate regularly with service providers, including trades people, maintenance, security personnel, contractors, etc.
• Assists in tracking and solicitation of vendor certificates of insurance to ensure current compliance.
• Communicate with the vendors with any necessary invoice backup that may be needed. Also provides communications for any needed revisions.

• Answers the telephone and responds to general inquiries from tenants, service providers, community members, etc.
• Assists with building-related special events and projects assigned to the team.
• Maintains the utility spreadsheet within the portfolio to ensure the information is current as tenancies change and meters are replaced.
• Processes invoices and reimbursements via Buy2
  
  Pay in compliance with the operations’ policies and procedures; maintains P-Card back-up; ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
• Follows up on rental delinquencies via telephone and e-mail to subsequently update the teams.
• Participates in appropriate classroom, on-the-job and other training and professional development.
• Provides general administrative support including typing, filing, ordering supplies, etc.

Basic Qualifications:

• Two or more years’ experience with commercial property management.
• Ability to work under pressure and meet deadlines.
• Excellent customer service, organizational, written, and communication skills.
• Must be proficient in Microsoft Office, writing business correspondence and have strong computer skills.

Additional

Qualifications and Skills:

• Must have strong organizational skills.
• Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
• A proven history of exceptional customer / tenant relations.

Standard Hours/

Schedule:

40 hours per week

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