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Harvard University · 1 day ago

Property Administrator

Boston, MA

Full-time

Hybrid

Entry, Mid Level

2+ years exp

Harvard University is a prestigious institution dedicated to creating a diverse and welcoming environment. The Property Administrator role involves providing exceptional service to clients, managing property operations, vendor relationships, and financial support within the housing and real estate department.

EducationHigher EducationUniversities

Growth Opportunities

No H1B

Responsibilities

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 the team. Proactively follows-up with customers to ensure expectations are being met

Partner with the Property Manager, Assistant Property Manager, and Property Operations Assistants in providing routine preventative maintenance with the assistance of a computerized software program

Provide support, information, prioritization, and coordination of assignments for Property Operations Assistants’ (POA)

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

Implements requested changes in the Harvard CCure building access systems

Coordinates with the Fire Group to schedule impairments as needed and provide notifications to tenants and teams

Collaborates 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

Perform administrative support with tenant notification documents to include welcome packages, delivery notice, opening notice, etc., to share with the leasing department

At the direction of the PM and ADO, they may serve as liaison for (and communicate regularly with) service providers, including trades people, maintenance, security personnel, contractors, etc

Assists in tracking and solicitation of vendor certificates of insurance to ensure current compliance

Communicate with the vendors with any necessary invoice backup that may be needed. Also provides communications for any needed revisions

Answers the telephone and responds to general inquiries from tenants, service providers, community members, etc

Assists with building-related special events and projects assigned to the team

Maintains the utility spreadsheet within the portfolio to ensure the information is current as tenancies change and meters are replaced

Processes invoices and reimbursements via Buy2Pay in compliance with the operations’ policies and procedures; 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 e-mail to subsequently update the teams

Participate in appropriate classroom, on-the-job and other training and professional development

Provides general administrative support including typing, filing, ordering supplies, etc