Property Administrator

Boylston Properties is an experienced and nimble team creating an impact on the Greater Boston real estate landscape, currently in search of a talented Property Administrator to support at the property and portfolio levels.

About Boylston Properties

We are a Boston-based real estate developer of mixed-use destinations including retail, residential, hotel, corporate, and life science headquarters. With four decades of experience and a contemporary vision, our projects have become part of Greater Boston’s new urban landscape. We are a small but mighty team that partners with the top investors, lenders, contractors, architects, engineers, marketing agencies, and property managers to ensure our properties deliver an excellent experience for communities in Watertown, Fenway, Needham, Downtown Boston, and beyond. What’s it like to work with us? Well, yes, we work hard, but we laugh along the way, and never take ourselves too seriously.

About This Role

Boylston Properties is seeking a talented, forward thinking, Property Administrator to support the real estate team in our Boston, MA office. You will provide high-quality administrative support to the financial and property management team members. The Property Administrator duties listed below are intended only as an illustration of the various types of responsibilities that may be assigned to this role. 

Property Administrator Responsibilities

Administrative:

• Provides direct administrative support to finance and property management teams
• Maintain regular contact with maintenance staff/cleaning company to ensure all elements of the property are clean and all needs are attended
• Maintain and update employee, client and customer contract data bases
• Organize, compile and prepare reports for distribution
• Responsible for lease administration/filing
• Enforce compliance with insurance requirements among tenants and vendors
• Establish the new tenant welcome and orientation program
• Develop, revise, coordinate implementation of property manual / emergency procedures
• Oversee conference room bookings/schedule at 100 Forge via Building Engines PRISM online platform

Financial:

• Process A/P {accounts payable}
• Process A/R {accounts receivable}
• Obtain completed W-9’s from all vendors
• Assist team with budget preparation
• Send monthly rent statements
• Track budget line items related for R&M/administrative accounts
• Prepare manual adjustments forms for all misc. tenant services requests
• Ensure Engineers take monthly readings from BMS/submeters for tenants
• Responsible for invoicing tenants for monthly utility reimbursement based on submeter readings
• Assist with new vendor set up
• Assist management with monthly reporting

Operations:

• Responsible for maintaining the day-to-day relationships with tenant contacts
• Prepare tenant memos and all communications as directed by the manager
• Responsible for property access cards/OpenPath access systems
• Liaison between tenants and all building staff/team members
• Responsible for file management and document loading
• Follow up on all tenant requests to ensure completed to satisfaction
• Coordinate tenant meetings and schedule lunch for tenants and managers
• Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI {certificates of insurance} as necessary
• Plan/Assist with tenant events, daily/evening attendance required for set up/breakdown
• Maintain daily tenant, employee and contractor’s contact information
• Ensure all tenant needs – special needs are worked through effectively
• Assist the team with updating and implementing new property on-boarding
• Assist with Tenant monthly calls/meetings
• Drafts/maintains service contracts
• Review tenant services requests daily and note completion
• Ensure all tenant contact information is accurate and completed in all building systems
• Provide copies of utility invoices or information to Energy Star monthly
• Coordinate access for vendors
• Work with Manager and engineering staff to plan an annual safety warden meeting
• Draft contracts as requested by managers within 24-48 hours of the request
• Enter work orders into Building Engines for maintenance requests
• Collect HVAC/Generator service contracts from Tenants in accordance with the lease agreement on an annual basis

Tenant Experience / Marketing Support:

• Help coordinate and staff events, promotions, and activations that engage our tenant community
• Help schedule and maintain calendar of  tenant events and suggest new events and activations based on tenant feedback and satisfaction
• Support tenant communication around events, activations, retail and amenity offerings and promotions, including email updates, newsletters, print and flyer collateral, and event signage
• Own all conference room and resource booking for any landlord-run events, support tenants with their conference room events.
• Help promote and publicize new retail, restaurant, and fitness amenity offerings as part of the Arsenal Yards campus, by working with the retail team.

Requirements:

• Bachelor’s degree
• Previous real estate experience desirable but not required
• Proficient with Quickbooks and Microsoft Office Applications (Word, Excel, Outlook)
• Proficient with Yardi Voyager
• Self-motivated person who thrives in a dynamic work environment
• Ability to work independently, as well as part of a team
• Excellent interpersonal and communication skills
• Ability to manage multiple tasks and priorities

Physical Setting:

• Office and onsite at our properties, with flexibility to work remotely

Compensation and Benefits:

• Salary commensurate with experience  
• Health and Dental Insurance
• 401(k) Plan
• Short-term and Long-term disability
• Paid vacation and holidays
• Monthly Parking
• Monthly cellphone stipend
• Flexible schedule

Estimated Pay Range:

Base Pay Range is estimated for Property Administrator in Boston: $60,000/yr - $70,000/yr