Assistant Property Manager - Boston

DivcoWest Properties; Boston (MA); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking an experienced Assistant Property Manager to oversee a premier office property in Boston. This dynamic role involves managing tenant relations, processing invoices, and ensuring operational integrity. The ideal candidate will thrive in a busy environment, demonstrating exceptional customer service skills and attention to detail. Join a collaborative team dedicated to creating inspiring workspaces that promote growth and well-being. If you are a motivated self-starter with a positive attitude, this opportunity is perfect for you.

Benefits

Annual bonus opportunity

401k

Flexible vacation policy

Qualifications

• 3+ years of experience in Commercial Real Estate Property Management preferred.
• Strong leadership and customer service skills are essential.

Responsibilities

• Monitor tenant receivables and process daily invoices.
• Conduct regular property inspections and manage tenant relations.

Skills

Customer Service Skills

Problem-Solving

Attention to Detail

Communication Skills

Multi-tasking

Education

Bachelor's Degree in Business or related field

Tools

MRI Accounting Software

Microsoft Office Suite

Building Engines

Nexus or similar systems

Job description

Posted Tuesday, April 15, 2025 at 7:00 AM

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Boston, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is looking for an experienced Assistant Property Manager that will support the management of a premier office property in Boston, MA. This position requires someone who is motivated, interested in learning and very attentive to detail. The individual for this position should be comfortable working and contributing to a team environment, enjoy being in a busy environment where new and complex transactions occur and interact with people at various levels within and outside the organization.

This role requires five days in office at Boston, MA location. Availability to respond to property emergencies and occasionally work afterhours, on weekends, or holidays as needed to ensure the safety and operational integrity of the property is required.

The ideal candidate is a driven self-starter with a positive attitude who is a team-player. This person has above average customer service skills and problem-solving capabilities, and clear, concise written and verbal communication skills.

• Monitor tenant receivables including preview of rent statements, responding to tenant inquires, rent collection, miscellaneous billings, and delinquency reporting.
• Process invoices daily, including vendor coding, approval verification and budgetary review. Maintain accurate financial records using MRI accounting software. Prepare necessary check requests; input related data and processing within established guidelines. Research and respond to internal and external inquiries. Research invoices and payments to insure timely and accurate payment.
• Act in a property manager capacity as needed.
• Manage the preparation of and give approval on accurate tenant billings.
• Follow up on all delinquencies. Obtain aging report for senior managers and deliver standard correspondence to address delinquencies.
• Responsible for preparing aspects of the annual budget and gathering bid proposals for potential work to be performed.
• Produce vendor repair agreements, maintain vendor’s files, supervise vendors as requested and monitor vendor insurance.
• Review monthly rent roll for accuracy and provide for supervisor review.
• Accurately compose own correspondence and spreadsheet documents as needed.
• Dispatch service calls, enter them into the work order software program and follow-up to ensure

satisfactory completion.

• Conduct regular property inspections as requested, prepare periodic inventory of building contents,

provide appropriate follow-up and assign work to service providers as needed.

• Set up new tenant lease files, maintain existing tenant files, track tenant insurance certificates for vendors and tenants (coverage amounts and compliance dates) and update tenant lists monthly.
• Regularly interact and support amenities programming, including close working relationship with food & beverage and fitness center vendors.
• Assist with Tenant Relations, including but not limited to updating and maintaining the tenant handbook, order tenant move-in gifts, order holiday gifts and assist with planning of periodic tenant events, coordinate with Tenant Experience App provider.
• Coordinate tenant move-ins including disbursement of keys and access cards, establishment of new mail service, walk-through and all other tasks as required.
• Manage card access input and procedures for the property.
• Professionally interface with all levels of management, vendors, and tenants.
• Welcome visitors and clients in a professional, courteous, and helpful manner.
• Efficiently perform a variety of clerical functions including handling incoming calls, general office duties (faxing, filing, mailing, scanning, copying) front office reception (greets, directs, and answers questions from visitors).
• Schedule any maintenance required for office machines and computers.
• Complete monthly accounting tasks, including review of rent edits, accruals, and account payables.
• Assist senior managers as needed with capital improvement and tenant improvement projects.
• Assist senior managers as needed with monthly reporting, operating budgets and reconciliations.
• 3+ years of experience in Commercial Real Estate Property Management preferred.
• Excellent leadership and customer service skills with the ability to maintain a positive attitude and work both independently and as part of a team are a must.
• Dedication, multi-tasking, and attention to detail is required.
• Microsoft office suite, MRI, Building Engines and Nexus or similar systems experience preferred.
• Knowledge of general accounting and financing.
• Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload to meet property and client needs.
• A desire to work within a diverse, collaborative, and professional environment.

The person in this position must be able to:

• If necessary, remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• If necessary, occasionally move through the property, including office areas, parking garage, mechanical areas, roofs, and outdoor grounds.
• Occasional travel to corporate office (Cambridge) via automobile (hired or owned) or public transit.

Compensation

• Annual bonus opportunity
• 401k
• Flexible vacation policy

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.