Property Management Administrator

Primary Purpose of Position

Support the Senior Vice President (SVP) and Vice President (VP) of Property Management in overseeing the delivery of best-in-class property operations across the Seattle, San Francisco, and Los Angeles regions. Oversee property management administrative related duties and serve as a key resource in the coordination and execution of department related support functions.

Essential Functions:

Property Operations & Reporting

• Create and maintain department forms, spreadsheets, organizational charts, graphs, and PowerPoint presentations for internal and external clients.

• Analyze, compile, review, and coordinate data applicable to departmental projects, including but not limited to, operating financials (i.e. payroll, repairs and maintenance, utilities, taxes, insurance, etc.), trends with respect to office occupancy and parking, sustainability- based metrics, and key performance indicators (KPIs) associated with operating contracts.

• Manage the implementation of new tools, programs, and company-wide initiatives within the department. Serve as a liaison regarding questions and issue resolution.

• Facilitate communication, training, and follow-up as needed to complete tasks/job duties successfully.

• Assist in the due diligence process for prospective buildings, including review of operating contracts, staffing plans, and budgets.

• Coordinate internal and external building audits for all property management offices.

• Coordinate and manage all annual operating budget activity. Coordinate the preparation of operating budgets, quarterly variance reports, reforecasts, and presentations.

• Responsible for collecting data, budgets, spreadsheets, PowerPoint presentation materials, and coordination with all staff.

• Coordinate and review annual capital expenditure budgets and provide assistance in coordinating and preparing quarterly status report.

• Organize and oversee special events, training sessions, and employee engagement initiatives.

Administration

• Serve as key administrative support for the Senior Vice President and Vice President.

• Maintain department files as well as adhere to document retention and destruction procedures as outlines in the records management policy.

• Schedule conference rooms, arrange for catering, and all detail for meetings.

• Arrange for travel including air, hotel, and meeting attendance, as required.

• Organize and submit expense reports. Manage credit card statements and employee reimbursement, as required.

• Perform all other administrative functions as required.

• Provide training and assistance to newly hired department staff on company databases, tools, and policies as well as provide initial orientation.

• Provide guidance and support to the Property Management Coordinators including coordination of consistent training and standardized procedure implementation. Partner with Property Managers in providing coaching regarding individual development as appropriate.

• Provide recruiting support for new department staff such facilitating flow and screening of resumes and participating on the interview team.

• Oversee final eTime sign-off for all Property Management staff including ensuring appropriate approvals are in place and reconciling issues and discrepancies.

General

• Provide calendar management, including but not limited to creating meeting invitations, conference room reservations, setting up conference calls, following up with meeting participants to ensure attendance, disseminating information to meeting participants, and handling of all communications with both internal and external contacts.

• Prepare documents to include letters, memos, forms, and transmittals including handling of confidential information. Create project files/folders.

• Provide telephone coverage to include answering phones, screening and directing calls, and maintaining call log.

• Coordinate documents for signature to include reviewing all materials for proper backup and facilitating appropriate dissemination.

• Facilitate distribution of information to senior management and department staff.

• Assist in coordination of Board and department meetings to include corporate travel, visitor pre-clearance, conference room reservations, conference calls, business meeting catering, etc. as needed.

• Demonstrate basic problem solving and prioritization skills.

• Perform other duties and special projects as assigned.

Requirements and Qualifications:

• BA/BA Degree preferred.

• A minimum of 3 to 5 years of experience in an active office environment is required with an emphasis on strong interpersonal, administrative and customer service skills.

• Prior work experience in property operations and/or real estate management positions highly desirable.

• Proficiency in Microsoft Office Applications required (with an emphasis on Excel and PowerPoint).

• Excellent oral and written communication skills.

• Ability to retain knowledge of diverse but real estate related topics, information, procedures and workflows.

• Ability to work autonomously as well as a productive member of a team.

• Proven customer service skills.

• Excellent organizational and coordination skills with an ability to multi-task.

• Excellent knowledge of basic office equipment and software required (PC, scanner/copier, Adobe Pro)

• Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.

• Ability to effectively and professionally manage personnel and deal with a broad range of personnel matters.

Physical Requirements:

• Involves work of a general office nature usually performed sitting such as answering the phone and operating a computer.

• Involves work of a general office nature usually performed standing such as filing and photocopying, etc.

• Involves movement between departments and sometimes office building floors to facilitate work

Internal and External Contacts:

Interacts regularly with members of the BXP Senior Management team, various BXP staff, client contacts, vendors/contractors, and various consultants.

Reporting Structure:

This position reports directly to the Senior Vice President, Property Management, who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.

Salary Range

$83,360 - $147,700. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more. Additional details will be provided during the hiring process.

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.

Boston Properties is an Affirmative Action and Equal Opportunity Employer. We are committed to fair and impartial treatment in all of our relations with employees, as well as applicants for employment, to recruit, upgrade, train, and promote in all job titles without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.