Property Management Coordinator

BXP, Inc.; New York (NY); On-site; USD 67,000 - 84,000; Full time

Job summary

BXP, Inc. is seeking a Property Management Coordinator in New York to assist with day-to-day operations and client relations for the assigned property portfolio.

You will coordinate client requests and maintenance services while serving as the primary contact for client services. Key tasks include handling purchase orders, vendor invoices, accounts payable, and budget input, plus coordinating contractor scheduling and maintaining vendor records.

Qualifications

• High school diploma or equivalent required; Bachelor’s degree preferred.
• 0–3 years of customer service experience; experience in property/real estate management is desirable.
• Proven customer service and problem-solving skills.
• Excellent written and verbal communication; able to work under pressure.
• Proficient with Microsoft Office applications.

Responsibilities

• Create purchase orders and service contracts; process vendor invoices per contracts and budgets.
• Process accounts payable to avoid budget variances.
• Review invoices and contact vendors on questionable billings.
• Track sustainability metrics for the portfolio (waste, energy, water).
• Maintain insurance certificates for contractors.
• Set up new vendors.
• Schedule contractor work and coordinate with clients.
• Provide administrative support and input data for property budgets.
• Assist with contract documentation and internal-controls compliance.

Skills

Customer service

Communication

Microsoft Office

Education

High school diploma or equivalent

Bachelor's degree preferred

Job description

Primary Purpose of Position:

Assist Property Management with the day-to-day operations and client relations of assigned property or portfolio through the coordination of client requests and administration of maintenance services. Serve as the primary point of contact for client services.

Job Description:

Assist Property Management with the day-to-day operations and client relations of assigned property or portfolio through the coordination of client requests and administration of maintenance services. Serve as the primary point of contact for client services.

Essential Functions:

Operations

• Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
• Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Manage new vendor setup.
• Execute prompt, accurate billing of client work orders for billable services on bimonthly basis.
• Assist with the scheduling of contractor work (ex: window washing) and coordinate with clients.
• Contribute toward overall office operational needs by helping to provide phone coverage and administrative support related to maintaining property management operations as necessary.
• Assist Property Management team with gathering and inputting data in property budgets.

Client Relations

• Assist Property Management in promoting, establishing, and maintaining positive relations with clients and with the day-to-day operations of the property.
• Answer and route phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Provide clients and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• Notify Property Manager of repeat client complaints or unusual and/or unreasonable situations.
• Provide high quality of customer service and take an active role in client retention program.
• Coordinate for and provide clients with weekly, and holiday / special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.

General

• Update and maintain current daily and emergency client contact lists and client information manuals.
• Provide support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
• Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, client work order billings and other general files.
• Process correspondence with clients, contractors and other third parties for Property Management staff.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Assist Property Management with contract documentation while following the policies and procedures of internal controls.

Region/Building Specific Functions

• Perform other duties and special projects as assigned.

Requirements and Qualifications

• High school diploma or equivalent certification required. Bachelor’s degree preferred.
• 0 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
• Proven customer service and problem solving skills.
• Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
• Excellent written and verbal communication skills.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated proficiency with Microsoft Office Applications.
• Ability to organize and coordinate work efficiently and set priorities.
• Ability to work independently and as part of a team.
• Consistently project professionalism in representing BXP at all times.
• Ability to work under pressure and effectively meet deadlines.
• Flexibility to work beyond the regular work schedule.

Physical Requirements

• Involves work of a general office nature usually performed sitting such as operation of a computer.
• Involves work of a general office nature usually performed standing such as operation of a fax and printer.
• Involves movement between departments, and buildings to facilitate work.
• Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs.
• This is an on-site position and requires in-person attendance.

Internal and External Contacts

The Property Management Coordinator will regularly interface both verbally and in writing, with client contacts, with the property management, leasing, construction, development and financial teams as well at external vendors, construction professionals and consultants.

Reporting Structure

This position reports to a Property Manager who provides daily supervision, guidance, and coordinates, evaluates and monitors work performance on a periodic basis.

Salary Range

$66,500 - $83,655. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more.

BXP is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.