Assistant Property Manager
Harvard Central Administration (CADM) Talent Acquisition, Cambridge, MA, United States
Job Description
The Assistant Property Manager (APM) reports to an Assistant Director of Operations and works as part of a Property Management Team with the Harvard Real Estate (HRE) Operations Group. The APM plays a key role in the operation of a diverse portfolio of buildings within the greater HRE portfolio. The HRES portfolio consists of 3.3 million square feet located in Allston and Cambridge, MA. Essential tasks of the APM include overseeing core aspects of day‑to‑day property management. They will manage select vendor service providers throughout their assigned portfolio and act as the lead point of contact for tenant communications and lease administration in a fast‑paced property management organization.
Job‑Specific Responsibilities Personnel Management
Provides day‑to‑day direction to the HRE Property Administrator (PA) and Property Operation Assistants (POA) or contracted maintenance vendor in addressing tenant needs and property requirements.
Participates in interviewing for PAs and POAs.
Operational
Project management of assigned operating projects (budgets under $100K) and tenant renovation projects.
Manages terms and conditions of assigned commercial leases, supporting proper notification requirements, financial obligations, and commission calculations.
Conducts regular property inspections, develops and implements plans to resolve issues, and follows up on work orders.
Co‑ordinates with maintenance, security, cleaners, and vendors; orders and maintains building supply inventory; manages vending machines and building access system; implements building‑wide recycling and composting programs.
Collects, analyzes and reports operational metrics monthly, quarterly and annually.
Provides property‑management coverage for other team members and recommends cost‑effective improvements.
Implements sustainability initiatives throughout the portfolio.
Vendor Management
Primary contact for building trades, maintenance, security, contractors, and other service providers.
Manages vendors across contract sizes, ensuring adherence to service contracts and Harvard standards.
Holds vendors accountable for contract performance and meets service provider bids and job‑scope reviews.
Customer Service
Primary point of contact for tenant/occupants and ensures effective communication.
Coordinates safety training and emergency evacuation drills with the Environmental Health & Safety Department.
Manages building‑related special events and projects as assigned.
Financial & Administrative
Supports development of operating and capital budgets, reviews expenses, and assists with cost management.
Processes invoices and reimbursements via the University approval process, ensuring expense approval and coordination with Financial Services.
Follows up on rental delinquencies, responds to general inquiries, and participates in professional development opportunities.
Performs other job‑related duties as assigned.
Working Conditions
Emergency Status Designation: Essential Personnel
Qualifications Basic Qualifications
Minimum of three years’ real‑estate experience, with at least one year in property or asset management.
Bachelor’s or master’s degree in facilities management, engineering, project management, construction management or related field may be considered in lieu of experience.
Additional Qualifications and Skills
Excellent customer service, ability to work with diverse people, handle confidential information, manage multiple tasks, and work well under pressure.
Strong communication (phone, written, in‑person), organizational skills, and independent project management.
Knowledge of Microsoft Office and ability to learn other business software.
Bachelor’s degree preferred.
IREM Certified Property Manager (CPM) or equivalent certification preferred.
Proficient in business correspondence and strong computer skills.
Collaborative teamwork and ability to handle complex confidential materials.
Customer service orientation, bias for action, integrity, diplomacy, advocacy, and resourcefulness.
Certificates and Licenses
IREM Certified Property Manager (CPM) or equivalent certification preferred.
Additional Information 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, Education, Criminal, Drug Test, CORI, References
Work Format Details Some duties can be performed at a non‑Harvard location. The work schedule and location will be set by the department based on operational needs. Hybrid employees must work in a Harvard‑registered state and comply with the University’s Policy on Employment Outside of Massachusetts. Eligible visa types and funding sources may limit work location.
Salary Grade and Ranges This position is salary grade level 056. Please visit Harvard's Salary Ranges for the corresponding salary range and related information.
Benefits
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
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 strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard's equal employment opportunity policy prohibits 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.
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Job‑Specific Responsibilities Personnel Management
Provides day‑to‑day direction to the HRE Property Administrator (PA) and Property Operation Assistants (POA) or contracted maintenance vendor in addressing tenant needs and property requirements.
Participates in interviewing for PAs and POAs.
Operational
Project management of assigned operating projects (budgets under $100K) and tenant renovation projects.
Manages terms and conditions of assigned commercial leases, supporting proper notification requirements, financial obligations, and commission calculations.
Conducts regular property inspections, develops and implements plans to resolve issues, and follows up on work orders.
Co‑ordinates with maintenance, security, cleaners, and vendors; orders and maintains building supply inventory; manages vending machines and building access system; implements building‑wide recycling and composting programs.
Collects, analyzes and reports operational metrics monthly, quarterly and annually.
Provides property‑management coverage for other team members and recommends cost‑effective improvements.
Implements sustainability initiatives throughout the portfolio.
Vendor Management
Primary contact for building trades, maintenance, security, contractors, and other service providers.
Manages vendors across contract sizes, ensuring adherence to service contracts and Harvard standards.
Holds vendors accountable for contract performance and meets service provider bids and job‑scope reviews.
Customer Service
Primary point of contact for tenant/occupants and ensures effective communication.
Coordinates safety training and emergency evacuation drills with the Environmental Health & Safety Department.
Manages building‑related special events and projects as assigned.
Financial & Administrative
Supports development of operating and capital budgets, reviews expenses, and assists with cost management.
Processes invoices and reimbursements via the University approval process, ensuring expense approval and coordination with Financial Services.
Follows up on rental delinquencies, responds to general inquiries, and participates in professional development opportunities.
Performs other job‑related duties as assigned.
Working Conditions
Emergency Status Designation: Essential Personnel
Qualifications Basic Qualifications
Minimum of three years’ real‑estate experience, with at least one year in property or asset management.
Bachelor’s or master’s degree in facilities management, engineering, project management, construction management or related field may be considered in lieu of experience.
Additional Qualifications and Skills
Excellent customer service, ability to work with diverse people, handle confidential information, manage multiple tasks, and work well under pressure.
Strong communication (phone, written, in‑person), organizational skills, and independent project management.
Knowledge of Microsoft Office and ability to learn other business software.
Bachelor’s degree preferred.
IREM Certified Property Manager (CPM) or equivalent certification preferred.
Proficient in business correspondence and strong computer skills.
Collaborative teamwork and ability to handle complex confidential materials.
Customer service orientation, bias for action, integrity, diplomacy, advocacy, and resourcefulness.
Certificates and Licenses
IREM Certified Property Manager (CPM) or equivalent certification preferred.
Additional Information 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, Education, Criminal, Drug Test, CORI, References
Work Format Details Some duties can be performed at a non‑Harvard location. The work schedule and location will be set by the department based on operational needs. Hybrid employees must work in a Harvard‑registered state and comply with the University’s Policy on Employment Outside of Massachusetts. Eligible visa types and funding sources may limit work location.
Salary Grade and Ranges This position is salary grade level 056. Please visit Harvard's Salary Ranges for the corresponding salary range and related information.
Benefits
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
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 strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard's equal employment opportunity policy prohibits 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.
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