Assistant Property Manager
Assistant Property Manager
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Job Description
Job Title: Assistant Property Manager
Location: Newton MA (On-site at company headquarters)
Position Overview:
We are seeking a proactive and detail-oriented Assistant Property Manager to support daily operations and long-term planning for a portfolio of commercial office or medical office properties. The Assistant Property Manager will play a critical role in managing building operations tenant relations financial reporting and vendor coordination. This individual will report directly to the Senior Property Manager and collaborate with engineering accounting and asset management teams to ensure smooth and efficient property operations.
Key Responsibilities:
Building Operations & Administration:
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Assist in overseeing all aspects of property operations including life safety systems insurance claims and incident reporting.
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Coordinate vendor work in both base building areas and tenant spaces.
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Manage work order tracking and reporting; review weekly reports and follow up as needed.
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Supervise tenant relations initiatives in partnership with the Tenant Coordinator and third-party vendors.
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Perform regular inspections of common areas vacant spaces and landscaping.
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Participate in construction coordination for tenant improvements and building upgrades.
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Review and track Certificates of Insurance (COIs) quarterly.
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Assist in the preparation of bid packages and initiate project pricing for miscellaneous work.
Management Office Support:
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Provide backup coverage for incoming calls and office coordination as needed.
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Help facilitate team and vendor meetings including scheduling and logistics.
Financial Reporting & Budgeting:
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Complete monthly variance reports and accruals for review by the Senior Property Manager.
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Assist in the preparation of annual budgets for assigned properties.
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Approve property-related invoices and manage payments through PayScan.
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Monitor and review accounts receivable to ensure timely collections.
Communication & Coordination:
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Maintain clear and ongoing communication with internal stakeholders including Senior Property Manager Chief Engineer Regional Accountant and Property Administrator.
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Draft and distribute tenant memos and communications.
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Review daily security reports and initiate follow-up work orders as needed.
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Collaborate with corporate departments such as Accounting Asset Management and Lease Administration and interact with brokers tenants and vendors as necessary.
Qualifications:
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Bachelors degree preferred; ideal fields include Business Administration Real Estate or Accounting.
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Minimum of 3 years of experience in commercial real estate property management (office or medical office required; multifamily/residential experience will not be considered).
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RPA designation and/or Brokers License preferred.
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Strong understanding of building systems budgeting processes and vendor management.
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Excellent interpersonal verbal and written communication skills.
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Demonstrated ability to prioritize tasks manage multiple projects and meet deadlines in a dynamic environment.
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Proven ability to make sound decisions and resolve problems with a strategic solutions-oriented mindset.
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Proficiency in property management and accounting systems preferably Yardi and ARGUS.
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Advanced knowledge of Microsoft Office Suite (Excel Word Outlook PowerPoint).
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Must possess a valid drivers license and reliable transportation for off-site responsibilities.
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Willingness to undergo security clearance if required for properties with Federal government tenants.
Personal Attributes:
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Professional service-oriented and collaborative demeanor.
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Self-motivated detail-oriented and results-driven.
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Ability to adapt to change and maintain effectiveness under pressure.
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Committed to integrity team success and delivering exceptional tenant and ownership service.
Employment Type
Full-time
