Boston Properties Limited Regional Property Administration Coordinator in New York, New York

Job Description

Regional Property Administration Coordinator

(Property Management – New York)

Primary Purpose of Position:

Provide support to two Regional Property Managers in the oversight and operation of the New York Portfolio and provide back-up support to the Property Management Administrator and Senior Accounting Coordinator.

Essential Functions:

  • Coordinate and assist in the preparation of the annual operating budgets and the quarterly variance report process.

  • Coordinate and assist with the preparation Capital Expenditure Budgets, including the preparation of the annual binder submittal, and provide assistance with the coordination and preparation of quarterly status report.

  • Coordinate the annual regional contract audit and annual building audits for all property management offices.

  • Provide guidance and advisory support to Property Management Coordinators including coordination of consistent training and procedure implementation as well as provide coaching regarding individual development.

  • Coordinate and implement regional service contracts where applicable.

  • Provide quality control of all documents prior to submitting to Regional Property Managers & SVP Property Management for signature and facilitating appropriate dissemination ex: service agreement, license agreement etc.

  • Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, reports, etc.

  • Assist in coordination of, and attend, departmental meetings to include room reservations, conference calls, business meeting catering, keeping minutes, etc. as needed.

  • Assist in the preparation and verification of payment vouchers.

  • Maintain monthly summary reports for the Regional Property Managers such as Property Damage claims and Site Compli.

  • Responsible for maintaining an up-to-date Regional Contract/Service Agreement log for the entire NY Region.

  • Assist the Regional Property Managers with reviewing Lease Agreements, and help develop documents highlighting all Landlord’s obligations, tasks and critical dates.

  • Assist the Regional Property Managers in reviewing License Agreements for new Telecom Companies wishing to gain access to our buildings.

  • Assist the Regional Property Managers with Regional assignments such as BOMA360, GRESB submittal, annual PM Questionnaires and annual Tenant Satisfaction Surveys.

  • Perform Angus Vendor COI pre-audit reviews for all buildings.

  • Assist the Regional Property Managers with CAPEX spreadsheets.

  • Responsible for uploading Captivate slides.

  • Prepare and submit expense reports, Visa statements for the Regional Property Managers.

  • Assist the Director of Engineering with verifying Energy Star’s data for the NY Region.

  • Responsible for archiving files for department consistent with our Iron Mountain record retention policy.

  • Maintain an organized manual and electronic filing system for all New York Service Agreements, Request for Proposals (RFPs), Sealed Bids and License Agreements.

  • Responsible for updating the Regional Work Order rates in the Angus Anywhere system.

  • Assist in the preparation and distribution of each Property Specific Building Rules and Regulations.

  • Assist Property Management Administrator with departmental support including but not limited to: eTime population, paperwork submission to Human Resources, implementing new tools, programs and company-wide initiatives within Property Management., facilitate communication, follow-up as needed to ensure successful adoption and/or compliance of initiatives.

Non-Essential Functions:

  • Sort, open, deliver and process incoming mail, packages or internal correspondence; arrange for courier or overnight services.

  • Answer, screen, and place telephone calls.

  • Operate office equipment such as facsimile machines, photocopiers, IP telephones, printers.

  • Provide receptionist back-up support at the Regional Office, as needed.

  • Perform special projects and other duties as assigned.

Requirements and Qualifications:

  • Minimum of 2-3 years of progressively responsible Property Management experience.

  • High School diploma or equivalent educational certification required. A Bachelor’s degree preferred.

  • Strong organizational skills with ability to set priorities, manage multiple projects and meet project deadlines without close supervision.

  • Ability to effectively interface with all departments of the company, as well as contractors, tenants and vendors and to represent the company in a professional manner.

  • Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.Demonstrate a service orientation and approach when working with others.

  • Be detail-oriented and methodical in solving problems – strong analytical skills.

  • Superior verbal and written skills.

  • Must be able to perform under pressure and within time constraints, set priorities and effectively meet deadlines.

  • Aptitude toward learning technical concepts.

  • Be results-oriented and a quick learner in supporting new products and technologies.

  • Very strong working knowledge ofMicrosoft Office to include Outlook, Word, Excel, and PowerPoint.

  • Exhibit and champion excellence in work and willingness to embrace change.

  • Flexibility with work schedule and ability to work beyond standard business hours may be required to meet business objectives.

Physical Requirements:

  • Involves work of a general office nature usually performed sitting such as typing and other computer related work, processing paperwork, etc.

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

  • Involves movement between departments and sometimes office buildings to facilitate work.

  • Involves occasional lifting of up to 10 pounds.

ID 2018-2211

Department Property Management

Type Regular Full Time

Building City & State New York, NY

Standard Hours 40

Boston Properties is an Equal Opportunity & Affirmative Action Employer.

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.