The Property Administrator (PA) reports to the Assistant Director of Operations (ADO) and works as part of a Property Management Team to support an area portfolio of University and Commercial properties. The PA provides exceptional service to HRE clients by understanding the portfolio, communicating with and coordinating among tenants and service providers, and providing operational, vendor, customer service, financial and administrative support in a fast-paced property management organization.
Receives calls and enters work orders into the work order system; follows up on work orders with tenants and/or service providers as necessary; reviews work order reports monthly with PM's.
Provide support, information, prioritization and coordination of assignments for Property Operations Assistants' (POA); handles decisions regarding the scheduling of manpower and materials directed by ADO; proactively follows-up with customers to ensure expectations are met.
Coordinates and assists in the administration of all service related contracts (HVAC maintenance, security, cleaners, etc.) and maintains building supplies; acts as primary contact and coordinator for vending machines, building access system, etc.; implements building-wide recycling programs as appropriate.
Supports the PM's and APM's by collecting, analyzing and reporting operational metrics on an as needed or as required basis.
Works closely with team to learn all aspects of property management; works as part of the team to implement changes to improve cost-effectiveness and service quality.
At the direction of the ADO, may serves as liaison for (and communicates regularly with) service providers, including trades people, maintenance, security personnel, contractors, etc.
May assist PM and APM in the solicitation of bids and in vendor contract administration.
Maintains updated tenant contact lists and works with APM's to ensure effective tenant/occupant communication.
Works with APMs to coordinates safety training and materials for safety monitors.
Assists with building-related special events and projects as assigned.
A proven history of exception customer / tenant relations
Financial & Administrative:
Maintains Emergency Notification lists with HRES, tenant and vendor contact information; maintains building files and tenant and property records.
Assists ADO with lease, operating and capital budget development by gathering and documenting relevant information; reviews expenses, provides information for forecasts, and actively assists with effective cost management; tracks utility bills for each building and enters them into U&C-wide spreadsheet as directed by ADO
Processes invoices and reimbursements via Buy2Pay; maintains P-Card back-up; ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
Follows up on rental delinquencies via telephone and correspondence as directed by ADO.
Answers the telephone and responds to general inquiries from tenants, service providers, community members, etc.
Participate in appropriate classroom, on-the-job and other training and professional development
Provides general administrative support including typing, filing, ordering supplies, etc.
Performs other job-related duties as assigned.
Critical (Note: considered critical personnel unless otherwise determined by management).
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3 years of administrative support experience required. Demonstrated budget and financial analysis skills required.
BA/BS preferred. Prior property management experience preferred. The ideal candidate will possess excellent verbal and written communication skills, strong interpersonal skills, the ability to work effectively and independently in a fast-paced environment, and attention to detail. Must be able to manage multiple responsibilities, set priorities, take initiative, and meet deadlines. Must be able to work with a diverse population and handle confidential or sensitive information. Previous customer service experience essential. Must have excellent computer skills including in-depth understanding of, and experience with, databases, spreadsheets, word processing, and scheduling/email software packages (Microsoft Word, Excel, Access, and Outlook for Windows preferred). C-Cure, Yardi, and Building Engines or work management system experience preferred. Must be willing to assist other PA's and provide backup to other locations as needed.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 53837BR
About Harvard University Campus Services
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