Property Administrator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world‑changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Housing & Real Estate (HUHRE) is a department within Harvard Campus Services, a multi‑department organization within Harvard’s Central Administration. HUHRE supports the University’s educational and research efforts by offering Harvard affiliates a wide array of housing and real estate services in University‑owned properties which are conveniently located, competitively priced, and professionally managed to residents and tenants alike. HUHRE serves as the asset manager for Harvard’s portfolio of commercial spaces and centrally stewarded institutional assets, overseeing the leasing and operations of University‑owned institutional space for Harvard affiliates and commercial spaces for rent by private retail tenants within the Cambridge and Greater Boston area.

HUHRE manages a broad range of initiatives and assets to help support the Harvard community. These include, but are not limited to:

• Leasing, managing, and renewing Harvard‑owned housing as well as Harvard offices/institutional spaces, and commercial real estate portfolios
• Leading community engagement and programming opportunities
• Managing relationships with external partners and vendors
• Working within the larger University community to develop and coordinate University‑wide policies and strategies
• Supporting new University housing and real estate development projects across the Cambridge and Greater Boston area

Harvard University Housing & Real Estate and Harvard Campus Services are committed to cultivating an organization that is diverse, equitable, and inclusive.

Reporting to the Property or Area Manager, the Property Administrator is the first point of contact for the local property management team and is responsible for supporting the effective and efficient management of a portfolio of University owned market‑rate apartments. The position plays a critical role in ensuring that the properties are operated in a manner consistent with the physical, financial and service standards of Harvard Housing, Campus Services and Harvard University.

• Office administration and reception (answer phones, greet visitors, respond to email, maintain office files and inventory)
• Receive, process, prioritize and dispatch maintenance/service requests and corrective/preventative work orders through a web‑based work order system, email, phone calls, or in‑person
• Schedule repairs and maintenance with vendors and follow up with vendors and residents as necessary
• Communicate to residents, colleagues and vendors through a variety of channels
• Invoice and P‑Card preparation and processing through computerized procurement system
• Credit card processing and settlement
• Serve as contact person for leasing department regarding leasing issues, termination/extension process and assists with get‑ready board
• Office administration
• Budget/financial review support
• Key inventory and programming of various electronic access management systems
• Area inventory/stock/supply management
• Attend position/industry related training as required
• Manage reservations of common areas where applicable
• Participate in on‑going revision & implementation of operating policies and procedures
• Monitor 24 hour on‑call services for the portfolio, responding in a support function as needed
• Consistently strive for positive resident and community relations.
• Liaise as needed with…