Harvard University
Position Title: Property Operations Assistant

Req ID: 68194BR

School or Unit: Campus Services

Description: Job Summary

Reporting to the Property or Area Manager (POA), the Property Operations Assistant is responsible for the day to day oversight of a subset of buildings withing the HUH portfolio. The main role of the POA is to provide/coordinate the maintenance of building services and systems, (HVAC, MEP, etc.), for the smooth operation of a large building or small group of buildings.

The position plays a critical role in ensuring that the properties are operated in a manner consistent with the physical, financial and service standards of Harvard Housing, Campus Services and Harvard University.

** PLEASE NOTE: THIS IS NOT AN ASSISTANT PROPERTY MANAGER POSITION **

Position Description

• Ensures that properties are maintained to the safety and quality standards established by HUH, for all physical aspects of buildings, systems, and grounds
• Monitor buildings daily and log activity appropriately to ensure that all systems are maintained in good working order: mechanical systems and equipment, heating, plumbing, electrical, fire protection, fixtures, carpentry, doors, locks, and windows. Must be able to identify, diagnose, and coordinate the resolve to technical issues
• Oversees the completion of repairs to systems and equipment including, but not limited to: mechanical, electrical, heating, plumbing, carpentry components and appliances by coordinating and managing the work of outside contractors.
• Receive, process, and prioritize maintenance/service requests and corrective/preventative work orders, for common area and in-unit work, maintenance projects, and operational assignments and documents all activity through a web-based work order system the work order system
• Monitor the operation of building-related automated HVAC systems to ensure the automated systems are functioning properly; take proactive measures to prevent problems; troubleshoot; make recommendations to the Property Manager and Management as needed.
• Perform various building inspections with a focus on building issues, ensuring preventative maintenance is completed, seasonal systems changeover, and energy efficiency measures are being implemented. Coordinates inspections to ensure compliance with code, sustainability, and safety regulations.
• Works closely with Area/Property Manager to effectively communicate building issues
• Maintain appropriate levels of building inventory and supplies.
• Inspects vacant units and prepares them for new residents.
• Key inventory and programming of various electronic access management systems
• Attend position/industry related training as required
• Participate in on-going revision & implementation of operating policies and procedures
• Consistently strive for positive resident and community relations.
• Liaise as needed with University colleagues both inside and outside of HUH.
• Stays up to date in new processes and innovation relevant to the multifamily housing industry
• Other duties as assigned

Basic Qualifications

• High School diploma or equivalent, with a technical certification or a minimum of 2+ years relevant work experience in facilities required.
• Must have demonstrated experience in building operations, construction, maintenance, or facilities management
• Broad knowledge of HVAC, plumbing, electrical and carpentry systems required along with familiarity with Building Automation Systems and work management systems desirable
• Experience managing vendor/contract relationships preferred.
• Must be detail oriented and have a good safety record, and the ability to take and follow directions intelligently.
• Familiarity and ability to use common hand tools.
• Strong time management skills.
• Available as needed outside of normal business hours (evenings, weekends and/or holidays) for apartment turnover, snow removal and general building emergencies.
• May be asked to participate in the Resident On-Call Program providing the need exists and the basic requirements and qualifications for participation are met.
• Must have a valid Massachusetts driver's license.
• Must have general computer skills including experience with, spreadsheets, word processing and email software packages (Microsoft Word, Excel, Access, Yardi, and Outlook).
• Must demonstrate strong communication skills including phone, written, email, and in person. Must possess strong interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities.
• Professional demeanor, appearance and customer service experience are essential. Must have strong organizational skills working in a team environment with a proven ability to follow up with colleagues, vendors or residents and assume accountability for projects as well as work independently to see tasks through from start to finish.
• Must be able to handle complex and confidential materials and information.
• Must be willing to provide support to other locations as needed.
• Customer service orientation, a high level of integrity, professional demeanor sensitivity to various interests, diplomacy, advocacy, self-confidence, and resourcefulness
• Willingness to pursue obtaining Class 2C License.

Working Conditions

• Must be able to deal effectively with difficult residents.
• Must be able to work in dirty, hot, cramped and otherwise uncomfortable areas.
• Time will be spent walking all over the property, including up and down stairs.
• Must be willing to work odd hours including nights and weekends (as needed).
• Emergency Status Designation: Critical
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

About Us

Harvard University Housing & Real Estate (HUHRE) is a department within Harvard Campus Services, a multi-department organization within Harvard's Central Administration. HUHRE supports the University's 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 Harvard's 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.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/benefits-wellbeing) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

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Department Office Location: USA - MA - Cambridge

Job Code: 402065 Property Operations Assistant

Job Function: Facilities

Work Format: On-Site

Sub Unit: Harvard Real Estate

Salary Grade: 053

Department: 100194
Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: CORI, Criminal, DMV, Drug Testing, Education, Employment, Identity

Schedule: Monday-Friday 8am-4:30pm

Commitment to Equity Diversity Inclusion and Belonging: Harvard University views equity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify this excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EOE Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.