Property Administrator

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.

Job Summary

Harvard Real Estate (HRE) is a department within HUHRE. The Property Administrator (PA) position reports directly to the Property Manager (PM) and Assistant Director of Operations (ADO) and works as part of a property management team within the HRE Operations Group. The HRE Operations Group is comprised of three property management teams responsible for a diverse portfolio of buildings consisting of 3.3 million square feet located in Allston and Cambridge, MA. The PA provides exceptional service to HRE clients by understanding the portfolio, communicating with, and coordinating among tenants and service providers, and providing operational, vendor, customer service, financial and administrative support in a fast-paced property management organization.

Job-Specific Responsibilities:

Operational:

• Receives calls and enters work orders into the work order system; follows up on work orders with tenants and/or service providers as necessary; reviews work order reports monthly with the team. Proactively follows-up with customers to ensure expectations are being met.
• Partner with the Property Manager, Assistant Property Manager, and Property Operations Assistants in providing routine preventative maintenance with the assistance of a computerized software program.
• Provide support, information, prioritization, and coordination of assignments for Property Operations Assistants’ (POA).
• Coordinates and assists in the administration of all service-related contracts (HVAC maintenance, security, cleaners, etc.) and maintains building supplies; acts as primary contact and coordinator for vending machines, building access system, etc.; implements building-wide recycling programs as appropriate. 
• Implements requested changes in the Harvard CCure building access systems.
• Coordinates with the Fire Group to schedule impairments as needed and provide notifications to tenants and teams.
• Collaborates closely with team to learn all aspects of property management; works as part of the team to implement changes to improve cost-effectiveness and service quality.
• Perform administrative support with tenant notification documents to include welcome packages, delivery notice, opening notice, etc., to share with the leasing department.

Vendor management:

• At the direction of the PM and ADO, they may serve as liaison for (and communicate regularly with) service providers, including trades people, maintenance, security personnel, contractors, etc. 
• Assists in tracking and solicitation of vendor certificates of insurance to ensure current compliance.
• Communicate with the vendors with any necessary invoice backup that may be needed. Also provides communications for any needed revisions. 

Customer service:

• Answers the telephone and responds to general inquiries from tenants, service providers, community members, etc.
• Assists with building-related special events and projects assigned to the team.

Financial & Administrative:

• Maintains the utility spreadsheet within the portfolio to ensure the information is current as tenancies change and meters are replaced.
• Processes invoices and reimbursements via Buy2Pay in compliance with the operations’ policies and procedures; maintains P-Card back-up; ensures that expenses have received appropriate approval; coordinates with Financial Services, AP and others as needed.
• Follows up on rental delinquencies via telephone and e-mail to subsequently update the teams.
• Participate in appropriate classroom, on-the-job and other training and professional development.
• Provides general administrative support including typing, filing, ordering supplies, etc.

 

Basic Qualifications:

• Two or more years’ experience with commercial property management.
• Ability to work under pressure and meet deadlines.
• Excellent customer service, organizational, written, and communication skills. 
• Must be proficient in Microsoft Office, writing business correspondence and have strong computer skills.

Additional Qualifications and Skills:

• Must have strong organizational skills. 
• Must have a demonstrated ability to work collaboratively in a team environment with multiple staff members.
• A proven history of exceptional customer / tenant relations.

 

• Standard Hours/Schedule: 40 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal, Drug Test, Employment, References
• Other Information:
  • Emergency Status Designation: Essential Personnel

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. 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.