Property Administrator

Oxford Properties Group; Boston (MA); On-site; USD 60,000 - 65,000; Full time

Job summary

Oxford Properties Group in Boston is seeking a Property Administrator to support the property management team across accounts payable/receivable, contracts and tenant communications. This role contributes to keeping a 450,000 sq ft Class A / LEED Gold tower running smoothly and delivering outstanding tenant service.

If you have 1–3 years in property administration, strong organization, and proficiency with JD Edwards, Basware, Angus Anywhere and the Microsoft Office suite, you will thrive here

Qualifications

• 1-3 years of property administration/general office administration experience.
• Ability to manage priorities under pressure with careful attention to detail.
• Strong interpersonal and organizational skills with demonstrated flexibility in managing multiple priorities and collaborating with diverse stakeholders.
• Proactive and solution-oriented, with a proven ability to take ownership of responsibilities and independently advance priorities.

Responsibilities

• Draft contracts, including vendor and consulting agreements for ongoing projects, ensuring compliance with company policies and procedures.
• Track and maintain property contracts to ensure recurring service agreements are up to date.
• Maintain tenant contacts, follow-up, and emergency response information.
• Monitor and maintain tenant and vendor certificates of insurance (COIs).
• Manage and track sustainability statistics for the property, including waste diversion, electrical and water consumption.
• Assist the Marketing team with planning on-site events and promotions.
• Support Property Managers by producing, modifying and distributing forms, spreadsheets, manuals, information packages and other deliverables.
• Assist with scheduling contractor work and coordinate with tenants.
• Maintain tenant communication and distribute all building memos and notices.
• Support the property management team with tenant move-ins and move-outs.

Skills

Property administration

Office administration

Prioritization

Interpersonal skills

Ownership & initiative

Education

Accounting/Business/Real Estate focus

Tools

JD Edwards

Basware

Angus Anywhere

Microsoft Office

Job description

Choose a workplace that empowers your impact.

Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be - and deliver - your best.

We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don’t just work anywhere - come build tomorrow together with us.

The Property Administrator provides key support to the property management team with day-to-day operations, providing outstanding service to tenants and customers. This role is integral in keeping the property running smoothly behind the scenes.

The Property Administrator will support a best-in-class, multi-storey Class A / LEED Gold office tower spanning over 450,000 square feet in Boston. Reporting to the Property Manager at the site, this position will be a trusted partner to the property management, accounting and leasing teams, and a professional first point of contact for tenants on account and administrative matters.

If you take pride in precision, enjoy coordinating operations and working with financial and property systems, and want to grow your career in commercial real estate, this is an excellent opportunity.

You Will Be Responsible For

Property Management / Operations

• Draft contracts, including vendor and consulting agreements for ongoing projects, ensuring compliance with company policies and procedures.
• Track and maintain property contracts to ensure recurring service agreements are up to date.
• Maintain tenant contacts, follow-up, and emergency response information.
• Monitor and maintain tenant and vendor certificates of insurance (COIs).
• Manage and track sustainability statistics for the property, including waste diversion, electrical and water consumption.
• Assist the Marketing team with planning on-site events and promotions.
• Support Property Managers by producing, modifying and distributing forms, spreadsheets, manuals, information packages and other deliverables.
• Assist with scheduling contractor work (e.g., window washing) and coordinate with tenants.
• Maintain tenant communication and distribute all building memos and notices.
• Support the property management team with tenant move-ins and move-outs.

Accounts Receivable

• Maintain and manage the building work order system.
• Close out work orders in the web-based management system for tenant billbacks.

Accounts Payable

• Create purchase orders, code and process vendor invoices using required expense allocations, and ensure vendors are billed according to contracts, negotiated rates and property budgets.
• Diligently review invoices and proactively reach out to vendors to resolve questionable or inaccurate billings.

Required Skills & Experience

• 1-3 years of similar property administration/general office administration experience
• Ability to manage priorities under pressure with careful attention to detail.
• Strong interpersonal and organizational skills, with demonstrated flexibility in managing multiple priorities and collaborating with diverse stakeholders
• Proactive and solution-oriented, with a proven ability to take ownership of responsibilities and independently advance priorities

Preferred Skills & Experience

• Post-secondary education with a focus in Accounting, Business or Real Estate preferred.
• Prior experience with Accounts Payable/Accounts Receivable is considered an asset.
• Knowledge of property accounting systems including JD Edwards and Basware, and Angus Anywhere software platform is considered an asset; proficiency in adapting to new computer programs is key.
• Experience using Office applications including Word, Excel, Adobe and Outlook.

The annualized base salary ranges for the primary location and any additional locations are listed below. The base salary that is ultimately offered to the successful candidate will consider a wide array of factors including but not limited to the individual’s skill set.

The expected salary range for this position is $60,000 - $65,000 per year.

• You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans - details on these elements of compensation are included within OMERS & Oxford offer letters.

Oxford's purpose is to strengthen economies and communities through real estate.

Our people-first culture is at its best when our workforce reflects the communities where we live and work - and the customers we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.