Property Assistant

Carr Properties; Boston (MA); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health, dental & vision

Disability insurance

Life Insurance

FSA/Transit benefits

Paid time off

Job summary

Carr Properties seeks a dynamic Office Administrator for a hybrid role supporting daily property management office operations in Boston. You will coordinate amenity reservations, events, vendor contracts, and invoice coding while assisting in lease administration and reporting.

Strong customer service and communication skills are essential for delivering an elevated experience to clients, vendors, and staff.

Qualifications

• Bachelor’s degree preferred.
• Excellent customer service skills with a hospitality focus.
• Strong written and verbal communication skills.
• Proficient with MS Word and Excel; computer literacy required.

Responsibilities

• Oversee daily operations of the property management office.
• Coordinate amenity and conference room reservations and events.
• Answer phones, dispatch engineers, input work orders.
• Assist in lease administration and invoicing processes.
• Prepare monthly reporting packages and general correspondence.
• Maintain property, lease, and contract files; insurance records.
• Code invoices for payment and respond to work tickets.
• Support Engineering team and schedule minor repairs.
• Assist in planning customer functions and events.

Skills

Customer service

Communication

Technical savvy

Wi-Fi knowledge

MS Word/Excel

Education

Bachelor’s degree preferred

Tools

Microsoft Word

Excel

Job description

OVERALL PURPOSE OF POSITION

To oversee the daily operations of the property management office and deliver service to our customers. This hybrid role blends customer service and property administration with a significant portion of time dedicated to coordinating amenity reservations and events. Additional responsibilities include answering telephones, dispatching engineers, inputting work orders, assisting in lease administration, coding property invoices, monthly reporting preparation, filing, and general office organization.

• Oversee the daily operations, upkeep, and conditions of the property management office


• Manage materials and supplies for the management office


• Interact directly with the clients, customers, maintenance teams, and vendors


• Coordinate amenity and conference room reservations and events with customers, including room set-up with the Engineering team, food and beverage catering orders, and cleaning to ensure each space is properly reset for the next event


• Conduct “tech-checks” prior to conference room meetings to ensure Wi‑Fi , laptops, and connected devices are properly syncing with all functionality


• Deliver our brand standards in every interaction, bringing a strong customer service focus and attention to detail to day‑to‑day requests to ensure an elevated customer experience


• Prepare and coordinate vendor contracts, PO Logs, and contract related summaries and other documentation


• Maintain property, lease, and contract files for all customers and vendors


• Maintain certificate of insurance records for all customers and vendors


• Prepare general correspondence, memos, notices, and miscellaneous forms to customers and vendors


• Code invoices for payment for the various properties


• Respond to work tickets and customers requests


• Assemble monthly and other reporting packages


• Participate in property inspections


• Provide support to the Engineering team


• Coordinate minor repair and maintenance work scheduling


• Assist in planning and coordinating customer functions


• Perform other related duties as required and assigned.


• Ability to read, analyze, and interpret general business communications


• Ability to write reports and business correspondence


• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public


• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations


• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists


• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form


• Strong verbal and written communication skills


• Computer proficiency (including Microsoft Word, Excel or spreadsheet knowledge)


• Knowledge of Wi‑Fi, network cabling, and Bluetooth technologies preferred


• Excellent customer service skills, with a strong hospitality focus and attention to detail


• Ability to meet work standards and varying work schedules as necessary


• Ability to promote teamwork among employees in order to accomplish goals and to meet the needs of the customers


• Ability to work with others as a team member to accomplish projects

Department: Property Management

Reports To: Property Manager

FLSA Status: Non-Exempt

OVERALL PURPOSE OF POSITION

To oversee the daily operations of the property management office and deliver service to our customers. This hybrid role blends customer service and property administration with a significant portion of time dedicated to coordinating amenity reservations and events. Additional responsibilities include answering telephones, dispatching engineers, inputting work orders, assisting in lease administration, coding property invoices, monthly reporting preparation, filing, and general office organization.

Essential Duties & Responsibilities

• Oversee the daily operations, upkeep, and conditions of the property management office


• Manage materials and supplies for the management office


• Interact directly with the clients, customers, maintenance teams, and vendors


• Coordinate amenity and conference room reservations and events with customers, including room set-up with the Engineering team, food and beverage catering orders, and cleaning to ensure each space is properly reset for the next event


• Conduct “tech-checks” prior to conference room meetings to ensure Wi‑Fi , laptops, and connected devices are properly syncing with all functionality


• Deliver our brand standards in every interaction, bringing a strong customer service focus and attention to detail to day‑to‑day requests to ensure an elevated customer experience


• Prepare and coordinate vendor contracts, PO Logs, and contract related summaries and other documentation


• Maintain property, lease, and contract files for all customers and vendors


• Maintain certificate of insurance records for all customers and vendors


• Prepare general correspondence, memos, notices, and miscellaneous forms to customers and vendors


• Code invoices for payment for the various properties


• Respond to work tickets and customers requests


• Assemble monthly and other reporting packages


• Participate in property inspections


• Provide support to the Engineering team


• Coordinate minor repair and maintenance work scheduling


• Assist in planning and coordinating customer functions


• Perform other related duties as required and assigned.


• Ability to read, analyze, and interpret general business communications


• Ability to write reports and business correspondence


• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public


• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations


• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists


• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form


• Strong verbal and written communication skills


• Computer proficiency (including Microsoft Word, Excel or spreadsheet knowledge)


• Knowledge of Wi‑Fi, network cabling, and Bluetooth technologies preferred


• Excellent customer service skills, with a strong hospitality focus and attention to detail


• Ability to meet work standards and varying work schedules as necessary


• Ability to promote teamwork among employees in order to accomplish goals and to meet the needs of the customers


• Ability to work with others as a team member to accomplish projects

Essential Knowledge & Skills

• Ability to read, analyze, and interpret general business communications


• Ability to write reports and business correspondence


• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public


• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations


• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists


• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form


• Strong verbal and written communication skills


• Strong organization skills


• Computer proficiency (including Microsoft Word, Excel or spreadsheet knowledge)


• Knowledge of Wi‑Fi, network cabling, and Bluetooth technologies preferred


• Excellent customer service skills, with a strong hospitality focus and attention to detail


• Ability to meet work standards and varying work schedules as necessary


• Ability to promote teamwork among employees in order to accomplish goals and to meet the needs of the customers


• Ability to work with others as a team member to accomplish projects

Education & Experience

• Bachelor’s degree preferred

Benefits/Compensation

Carr Properties is committed to providing our associates with a comprehensive and competitive pay and benefits program. Our benefits include:

• Health, Dental & Vision


• Short & Long-Term Disability


• Life Insurance


• Flexible Spending Accounts for Health & Transit


• Maternity & Parental Bonding Leave


• Employee Assistance Program


• 401 (k) with Immediate Vesting & Matching Contribution


• Tuition Assistance & Professional Development


• Generous Paid Time Off & Holidays


• Employee Referral Bonus

Carr Properties is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.