Property Operations Assistant

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 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:

• 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

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

Job Description

Reporting to the Property or Area Manager (POA), the Property Operations Assistant is responsible for the day to day oversight of a subset of buildings withing the HUH portfolio. The main role of the POA is to provide/coordinate the maintenance of building services and systems, (HVAC, MEP, etc.), for the smooth operation of a large building or small group of buildings.


The position plays a critical role in ensuring that the properties are operated in a manner consistent with the physical, financial and service standards of Harvard Housing, Campus Services and Harvard University.


Job-Specific Responsibilities:

• Ensures that properties are maintained to the safety and quality standards established by HUH, for all physical aspects of buildings, systems, and grounds
• Monitor buildings daily and log activity appropriately to ensure that all systems are maintained in good working order: mechanical systems and equipment, heating, plumbing, electrical, fire protection, fixtures, carpentry, doors, locks, and windows. Must be able to identify, diagnose, and coordinate the resolve to technical issues
• Oversees the completion of repairs to systems and equipment including, but not limited to: mechanical, electrical, heating, plumbing, carpentry components and appliances by coordinating and managing the work of outside contractors.
• Receive, process, and prioritize maintenance/service requests and corrective/preventative work orders, for common area and in-unit work, maintenance projects, and operational assignments and documents all activity through a web-based work order system the work order system
• Monitor the operation of building-related automated HVAC systems to ensure the automated systems are functioning properly; take proactive measures to prevent problems; troubleshoot; make recommendations to the Property Manager and Management as needed.
• Perform various building inspections with a focus on building issues, ensuring preventative maintenance is completed, seasonal systems changeover, and energy efficiency measures are being implemented. Coordinates inspections to ensure compliance with code, sustainability, and safety regulations.
• Works closely with Area/Property Manager to effectively communicate building issues
• Maintain appropriate levels of building inventory and supplies.
• Inspects vacant units and prepares them for new residents.
• Key inventory and programming of various electronic access management systems
• Attend position/industry related training as required
• Participate in on-going revision & implementation of operating policies and procedures
• Consistently strive for positive resident and community relations.
• Liaise as needed with University colleagues both inside and outside of HUH.
• Stays up to date in new processes and innovation relevant to the multifamily housing industry
• Other duties as assigned

Working Conditions:

• Emergency Status Designation: Critical personnel

Physical Requirements:

• Must be able to perform all duties in a facilities environment that includes exposure to loud noises, temperature extremes, inclement weather conditions, airborne particles, vibration, hazardous materials.
• Must be able to maneuver in small/confined spaces, stairs, ladders, etc.; requires stooping, bending, climbing, reaching, lifting, and carrying; working from ladders, and lifting carrying objects weighing up to 65 pounds.
• Required to wear personal protective equipment and clothing when appropriate.
• Must be physically fit and alert at all times

Qualifications

Basic Qualifications:

• High School diploma or equivalent, with a technical certification or a minimum of 2+ years relevant work experience in facilities required.
• Must have demonstrated experience in building operations, construction, maintenance, or facilities management
• Broad knowledge of HVAC, plumbing, electrical and carpentry systems required along with familiarity with Building Automation Systems and work management systems desirable
• Must have a valid Massachusetts driver's license, willingness to obtain 2C License.

Additional Qualifications and Skills:

• Experience managing vendor and contractor relationships preferred
• Strong attention to detail, safety-focused, and able to follow directions
• Proficient with common hand tools
• Strong time management and organizational skills; able to manage multiple priorities in a fast paced, customer focused environment
• General computer proficiency, including Microsoft Word, Excel, Access, Yardi, and Outlook
• Strong communication (phone, written, email, in person) and interpersonal skills; able to work both independently and as part of a team
• Professional demeanor and appearance; strong customer service orientation and follow-through with colleagues, vendors, and residents
• Able to handle complex and confidential information
• Willing to support other locations as needed and work outside normal business hours (evenings, weekends, holidays) for turnovers, snow removal, and emergencies; may participate in Resident On-Call Program
• Able to work effectively with difficult residents and in dirty, hot, cramped, or otherwise uncomfortable areas; frequent walking, including stairs

Additional Information

Standard Hours/Schedule: 40 hours per week, Monday - Friday, 8:00am - 4:30pm

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Drug Testing, Criminal, MVR, and References

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. 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, 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.