Assistant Property Manager - Military veterans preferred

Assistant Property Manager

ID: 001310SR
JOB FUNCTION: Facilities
LOCATION: Cambridge
WORK FORMAT: Hybrid
JOB TYPE: Full-time
BRAND: Harvard University Central Administration

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.

Why join Harvard University Central Administration?

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 Real Estate (HRE) is a department within HUHRE. The Assistant Property Manager (APM) position reports directly to the Property Manager (PM) and Assistant Director of Operations (ADO). The APM works as part of a property management team within the HRE Operations Group. The HRE Operations Group is comprised of four property management teams responsible for a diverse portfolio of buildings consisting of 3.3 million square feet located in Allston and Cambridge, MA. As an HRE Property Manager, the primary responsibilities include the day-to-day operations, tenant services, project management and financial support within the assigned portfolio.

Essential tasks of the APM include overseeing core aspects of property management. They will manage select vendor service providers throughout their assigned portfolio. The APM provides exceptional service as the lead point of contact for tenant communications and lease administration in a fast-paced property management organization.

Job Specific Responsibilities:

• Supports the project management of assigned operating projects (budgets under $300K) and tenant renovation projects, to include scope review, solicitation of proposals and the coordination with the procurement department in issuing contracts for the projects.
• Assists in managing terms and conditions of assigned commercial leases, with support from HRE Commercial Leasing team. This includes, but is not limited to supporting proper notification requirements HRE is required to make to the tenants, ensuring that the financial obligations of the tenant are met, supporting our financial management team in calculating common area maintenance charge-backs, etc.
• Conducts regular property inspections to identify issues and support appropriate curb appeal and tenant satisfaction. Develop and implement plans to resolve identified issues.
• One of the multiple team members who receive tenants calls and enters work orders into the work order system (Building Engines) and follows up with work orders with tenants and/or service providers as necessary. APM reviews the monthly work order reports with the ADO, PM, PA and Property Operations Assistants.
• Coordinates with maintenance, security, cleaners, etc., to complete action items; orders and maintains building supply inventory; acts as primary contact and coordinator for vending machines, etc.
• Manages a full range of vendors with various contract sizes, including HVAC, electrical, plumbing, security, and janitorial, etc.; Ensures vendor adherence to service contracts, Harvard standards referenced in the contracts and the full completion of property repairs or requests.
• Assists with building access control changes at the request of tenants and in support of various events by implementing the changes in the CCure system.
• Assists in the processing of invoices and reimbursements via the University invoice approval process (Buy2Pay), maintains back-up for the University procurement systems (P-Cards, AP); ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
• Assists in the preparation of operating and capital budgets, variance reporting, and actively researches effective cost management solutions for assigned portfolio. The APM participates in regular meetings with Financial Services in ensuring accurate coding of expenses to align with the operational and capital budgets.
• Utilize HRE leasing and operations system, Yardi, and other Harvard internal administrative systems, i.e., Buy2Pay, C-Path and Concur, in support of project needs and financial processing and reporting.
• Provides property management coverage for other members of the HRE Property Management Team to support a unified team approach to management.
• Participate in a range of professional development opportunities.
• Performs other job-related duties as assigned.

Working Conditions:

• Emergency Status Designation: Essential Personnel
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Basic Qualifications:

• Three years’ experience with commercial property management.
• Proven experience in working with real estate accounting reports and systems.
• Commercial/industrial lease management with lease interpretation experience.

Additional Qualifications and Skills:

• Must have strong organizational skills with a proven ability to assume accountability for projects and work independently to see tasks from start to finish.
• Must be proficient in Microsoft Office, writing business correspondence and have strong computer skills.
• Excellent customer service and communication skills.
• Demonstrated success working in a team environment.
• Ability to work under pressure and meet deadlines.

• Standard Hours/Schedule: 40 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal, Credit, Certification/License, Motor Vehicle Record, Drug Test, DOT Physical, CORI, Employment, Prohibited Parties, Not Applicable
• Other Information:

  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:

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

  • 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.

#LI-RT1

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit? Harvard's Salary Ranges? to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

PI277174675