Property Management Coordinator

Property Management Coordinator – Join BXP, Inc.

Primary Purpose of Position
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.

• Operations
  • Create purchase orders and service contracts, code and process vendor invoices, ensuring vendors are billing according to contracts, negotiated rates and property budgets.
  • Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
  • Review invoices and proactively reach out to vendors for questionable or inaccurate billings.
  • Manage and track sustainability statistics for the portfolio (waste diversion, electrical consumption, water consumption).
  • Maintain and update insurance certificate files for all contractors performing work at the properties.
  • Set up new vendors.
  • Execute prompt, accurate billing of client work orders for billable services on a bimonthly basis.
  • Assist with contractor scheduling and coordinate with clients.
  • Provide phone coverage and administrative support related to property management operations as needed.
  • Assist with gathering and inputting data in property budgets.
• Client Relations
  • Promote, establish, and maintain positive relations with clients and manage day‑to‑day operations of the property.
  • Answer and route client and vendor phone calls and emails to the appropriate contact.
  • Assist clients and vendors with scheduling maintenance, conveying building procedures, and providing general building information.
  • Notify the Property Manager of repeat client complaints or unusual/unreasonable situations.
  • Provide high‑quality customer service and actively participate in the client retention program.
  • Coordinate and provide clients with weekly and holiday/special event notifications (e.g., welcome breakfasts, recycling audits, bicycle safety events, blood drives, ice cream socials).
• General
  • Update and maintain daily and emergency client contact lists and client information manuals.
  • Support Property Managers by producing, modifying, and distributing various forms, spreadsheets, manuals, and informational packages.
  • Maintain 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 third parties.
  • Assist with contract documentation while following internal controls policies and procedures.
• Region / Building Specific Functions
  • Perform other duties and special projects as assigned.

• High school diploma or equivalent. Bachelor’s degree preferred.
• 0–3 years of customer service experience preferred. Prior administrative or property/real‑estate management experience highly desirable.
• Proven customer service and problem‑solving skills.
• Excellent listening, thinking, and communication skills, including courteous handling of challenging situations.
• Excellent written and verbal communication abilities.
• Self‑directed with the ability to determine needs and achieve results without close supervision.
• Proficiency with Microsoft Office applications.
• Strong organization and prioritization skills.
• Ability to work independently and collaboratively within a team.
• Professional representation of BXP at all times.
• Ability to work under pressure and meet deadlines.
• Flexibility to work beyond the regular schedule.

• General office work involving primarily sitting and computer operation.
• General office work involving standing and operating fax/print equipment.
• Movement between departments and buildings as needed.
• Regular lifting of items weighing 15–20 lbs.
• On‑site, in‑person attendance required.

This role regularly interfaces verbally and in writing with client contacts, property management, leasing, construction, development, and financial teams, as well as external vendors, construction professionals, and consultants.

Reports to a Property Manager who…