Assistant Property Manager

Company Description 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 University Housing & Real Estate 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 for 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, including: Leasing, managing, and renewing Harvard‑owned housing as well as Harvard offices and 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. Job Description The Assistant Property Manager (APM) reports to an Assistant Director of Operations and works as part of a Property Management Team with the Harvard Real Estate (HRE) Operations Group. The APM plays a key role in the operation of a diverse portfolio of buildings within the greater HRE portfolio. The HRES portfolio consists of 3.3 million square feet located in Allston and Cambridge, MA. Essential tasks of the APM include overseeing core aspects of day‑to‑day property management, managing select vendor service providers throughout their assigned portfolio, and providing exceptional service as the lead point of contact for tenant communications and lease administration in a fast‑paced property management organization. Job‑Specific Responsibilities Personnel Management Provides day‑to‑day direction to the HRE Property Administrator (PA) and Property Operation Assistants (POA) or contracted maintenance vendor in addressing the needs of the tenants and their assigned properties. Participates in interviewing for PAs and POAs. Operational Project management of assigned operating projects (budgets under $100K) and tenant renovation projects. Manages terms and conditions of assigned commercial leases, with support from HRE Commercial Leasing team, including notification requirements, financial obligations, and calculation of common‑area maintenance charge‑backs. Conducts regular property inspections to identify issues and support appropriate curb appeal and tenant satisfaction, and implements plans to resolve identified issues. Follows up on work orders with tenants and/or service providers as necessary; reviews work order reports monthly with PM, Chief Engineer, and Asst. Director of Operations. Responses to tenant calls and entering work orders into the Building Engines work order system; follows up with tenants and/or service providers. 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, building access system, and implements building‑wide recycling and composting programs as appropriate. Collects, analyzes, and reports operational metrics monthly, quarterly, and annually. Provides property management coverage for other members of the HRE Property Management Team to support a unified team approach to management. Works as part of the team to recommend and implement changes to improve cost‑effectiveness and service quality. Implements sustainability initiatives throughout the portfolio. Vendor Management Serves as primary contact for and communicates regularly with service providers, including building trades professionals, maintenance professionals, security personnel, contractors, etc. Manages a full range of vendors with various contract sizes, ensuring vendor adherence to service contracts and Harvard standards, and ensuring full completion of property repairs or requests. Holds vendors accountable if they do not fulfill terms of the contract. Meets service providers for bidding and job scope reviews; contacts and dispatches service providers when a call goes beyond POA capacity. Customer Service Serves as a primary point of contact for tenant/occupants and ensures effective communication. Responsible for coordination of all safety training and emergency evacuation drills with the University’s Environmental Health & Safety (EH&S) Department. Manages building‑related special events and projects as assigned. Financial & Administrative Supports development of operating and capital budgets by gathering and documenting relevant information, reviewing and analyzing expenses, providing information for forecasts, and assisting with effective cost management. Assists in processing invoices and reimbursements via University invoice approval process (HComm) and maintains backup for University procurement systems. Follows up on rental delinquencies via telephone and correspondence as directed. Responds to general inquiries from tenants, service providers, community members, etc. Participates in a range of professional development opportunities. Performs other job‑related duties as assigned. Working Conditions Emergency Status Designation: Essential Personnel Qualifications Basic Qualifications Minimum of three years real estate experience, with at least one year in property or asset management. Bachelor’s or master’s degree in facilities management, facilities engineering, project management, construction management, or related field may be considered in lieu of experience. Additional Qualifications and Skills Excellent customer service skills and ability to work effectively with diverse people. Handles confidential or sensitive information appropriately. Manages multiple tasks and works well under pressure. Manages time and tasks effectively without close supervision. Enjoys solving problems and communicates clearly orally and in writing. Knowledge of Microsoft Office and ability to learn other business software programs. Bachelor’s degree preferred. IREM Certified Property Manager (CPM) or equivalent certification preferred. Strong communication and interpersonal skills for a fast‑paced, customer‑focused operations environment. Strong organizational skills with a proven ability to assume accountability for projects and work independently from start to finish. Proficient in writing business correspondence and strong computer skills. Collaborative teamwork skills with multiple staff members. Ability to handle complex and confidential materials and information. Customer service orientation, bias for action, high integrity, sensitivity, diplomacy, advocacy, self‑confidence, and resourcefulness. Certificates and Licenses IREM Certified Property Manager (CPM) or equivalent certification preferred. Additional Information Standard Hours/Schedule – 40 hours per week Visa Sponsorship Information – Harvard University is unable to provide visa sponsorship for this position. Pre‑Employment Screening – Identity, education, criminal, drug test, CORI, references. Work Format Details – Some duties may be performed at a non‑Harvard location. The work schedule and location will be set by the department based on operational needs. When not working at a Harvard or Harvard‑designated location, employees in hybrid positions must work in a Harvard‑registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges – Salary grade level 056. 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. 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. Well‑being 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, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, 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. #J-18808-Ljbffr Harvard Central Administration (CADM) Talent Acquisition