Property Manager at Harvard University – Cambridge, Massachusetts

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Housing & Real Estate

Harvard University Housing & Real Estate (HUHRE) is a department within Harvard Campus Services, a multi-department organization within Harvards Central Administration. HUHRE supports the Universitys educational and research efforts by offering Harvard affiliates a wide array of housing and real estate services in University-owned properties which are conveniently located, competitively priced, and professionally managed to residents and tenants alike. HUHRE serves as the asset manager for Harvards portfolio of commercial spaces and centrally stewarded institutional assets, overseeing the leasing and operations of University-owned institutional space for Harvard affiliates and commercial spaces for rent by private retail tenants within the Cambridge, and Greater Boston area.

HUHRE manages a broad range of initiatives and assets to help support the Harvard community. These include, but are not limited to:

• Leasing, managing, and renewing Harvard-owned housing as well as Harvard offices/institutional spaces, and commercial real estate portfolios
• Leading community engagement and programming opportunities
• Managing relationships with external partners and vendors
• Working within the larger University community to develop and coordinate University-wide policies and strategies
• Supporting new University housing and real estate development projects across the Cambridge and Greater Boston area

Harvard University Housing & Real Estate and Harvard Campus Services are committed to cultivating an organization that is diverse, equitable, and inclusive.

Job Description

Reporting to the Area Manager, the Property Manager is responsible for the day-to-day operation and financial performance of building(s) within a diverse portfolio of market based residential and mixed-use properties, providing superior property management and excellent customer service in support of organizational and University goals. In addition to supervising the local site operations team, the Property Manager works closely & collaboratively with the area leasing coordinator, financial analyst, , contracts manager and other stakeholders for the successful operation of the portfolio. Duties and responsibilities include but are not limited to the following.

Job-Specific Responsibilities:

• Ensure code compliance and the proper operation of all life safety systems and activities
• Ensure compliance with OSHA, ADA, BERDO, BEUDO, zoning, and other municipal and University regulatory requirement
• Assist in preparation, management and implementation of various budgets consistent with departmental plans, goals & initiatives
• Assist the Area Manager in preparing periodic management reports
• Participate in on-going revision & implementation of operating policies and procedures
• Manage the field office and staff, including payroll, performance reviews, and time-off schedules.
• Coach, mentor, and develop direct reports.
• Ensure the timely completion of work orders and other resident/property services
• Monitor 24 hour on-call services for the portfolio, responding in a support function as needed
• Consistently strive for positive resident and community relations.
• Ensure proper operation of facilities, grounds and systems
• Coordinate & manage unit improvement, unit renovation and common area operating projects
• Manage unit turnover processes in coordination with the leasing department
• Maintain preventative maintenance schedules and records
• Walk your buidings on a regular basis to assess the quality of work from employees, vendors, and assess any necessary maintenance needs
• Manage vendors and service relationships, including the timely processing of invoices
• Oversee purchasing of all buildings supplies and equipment
• Attend position/industry related training as required
• Perform annual unit inspections and regular building inspections to inform operating and capital projects.
• Liaise as needed with University colleagues both inside and outside of HUH.
• Participate as needed with any operations related communication with residents within the portfolio
• Ensure proper operation of facilities, grounds and systems
• Serve as needed as operational representative in operating and capital improvement projects
• Maintain inventory of portfolio mechanical equipment including lifecycle, building impact, energy use, and provisioning for future replacement
• Stays up to date in new processes and innovation relevant to the multifamily housing industry
• Other duties as assigned

Administrative Support

• Provides general administrative support to Area Manager; also supports cross-unit scheduling for HUH managers.
• Oversees the a/p process for all operational invoices for their area
• Reviews purchasing card transactions and coordinates with teams to ensure departmental compliance with University policies and best practices
• Participate in the onboarding of new HUH staff - working with HR and HUIT to complete New User Form and monitor progress of field tickets, outfitting onsite and remote work setups, developing a training plan with the hiring manager.
• Provides administrative training to new administrative and field hires; engages other administrative support staff as needed to accomplish work; acts as resource and provides backup support for other administrative staff within HUH as needed and facilitating awareness of University policy; Represents department in Campus Service-wide administrative initiatives.

Systems Support

• Administers the Yardi system: adds new staff/tenants to platform, submit Work Orders for HUH and/or on behalf of tenants
• Document management support, including archives
• Assists with internal systems as backup to Property Administrators: CCure, Yardi, Premisys, etc
• Serves as departmental coordinator a resource for key business systems: B2P, Concur, etc
• Organizes and implements administrative systems and procedures, performing necessary support duties as needed. Responsible for maintaining up to date and accessible documentation of processes for which this position has primary accountability

Other Support

• Completes special projects as assigned
• Performs related duties as required

Qualifications

Basic Qualifications

• A college degree strongly preferred, or an equivalent of education plus relevant experience.
• The position requires 3+ years of professional residential property management and staff supervisory experience, including the full array of property operations
• The knowledge of residential leasing/lease enforcement, policies & procedures, financial reporting and familiarity with generally accepted accounting principles is critical
• Minimum of ten or more years of related experience. Education beyond high school may count toward experience.
• Must have excellent computer skills including in-depth understanding of, and experience with, databases, spreadsheets, word processing and scheduling/email software packages (Microsoft Word, Excel, Access, Yardi, and Outlook).

Additional Qualifications and Skills

• Must demonstrate strong communication (phone, written, in-person) and interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities.
• Must be able to multi-task and perform duties with a high degree of speed, accuracy, and attention to detail.
• Must have strong organizational skills with a proven ability to assume accountability for projects and work independently to see tasks from start to finish.
• Must be proficient in writing business correspondence and have strong computer skills.
• Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
• Must be able to handle complex and confidential materials and information.
• Customer service orientation, a bias for action, a high level of integrity, sensitivity to various interests, diplomacy, advocacy, self-confidence, and resourcefulness are all desired competencies.

Additional Information

Standard Hours/Schedule: 35 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Drug Test, CORI, References

Other Information: Emergency Status Designation: Critical

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.