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Boston, Massachusetts, United States
Onsite
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The Manager, Property Administration reports to the Director of Real Estate and Space Planning and is responsible for coordinating and overseeing the college's property administration, lease management, occupancy, and campus relocation functions. The position ensures the effective utilization of space, sound administration of property-related financial obligations, and efficient operation of college-owned and leased properties. Through financial analysis, operational oversight, and the development and implementation of procedures and internal controls, the Manager identifies opportunities to improve performance, optimize resources, control costs, and mitigate operational risks. The role also supports a positive tenant and community experience through tenant engagement, communication, and coordination across Finance, Facilities, Human Resources, and other campus departments. The role exercises independent judgment in resolving property-related issues, coordinating projects and service delivery, and maintaining effective relationships with tenants, landlords, vendors, and internal stakeholders. The position requires strong analytical, organizational, and problem-solving skills, initiative, and the ability to coordinate multiple priorities in support of the college's operational needs.ESSENTIAL JOB DUTIES
● Manage lease administration and property records for college-owned and leased properties, including monitoring lease terms, contractual obligations, critical dates, operating expenses, and occupancy information. Calculate, reconcile, and administer tenant allocations for real estate taxes (RET), common area maintenance (CAM), and other applicable occupancy-related charges.
● Conduct financial analysis of property-related operating expenses, maintenance expenditures, and service delivery trends to evaluate financial performance, identify cost-saving opportunities, and develop and implement strategies to improve operational efficiency, control costs, and support budget planning and resource allocation decisions. Process and review building-specific vendor invoices and ensure timely, accurate payment details.
● Develop, implement, and evaluate property management procedures and internal controls related to lease administration, operating expense tracking, vendor coordination, and service delivery. Identify operational risks, resolve process deficiencies, establish consistent work practices, and implement improvements to strengthen accountability, compliance, and cost-effectiveness.
● Manage tenant relations and oversee the resolution of property-related issues and concerns, assess tenant needs, determine appropriate courses of action, coordinate corrective measures with property managers, vendors, and college departments, and monitor follow-up to ensure timely resolution and effective property operations.
● Oversee the accuracy and maintenance of faculty and staff location data, coordinating updates associated with onboarding, departures, departmental changes, and space reassignments. Develop onboarding and orientation documentation for space, access, and furniture setup for new employees.
● Manage campus moves and relocations, develop scopes of work, establish project plans and schedules, and coordinate budgets, resources, vendors, and internal stakeholders. Direct project implementation, resolve operational and logistical challenges, monitor progress and expenditures, and ensure projects meet established timelines, approved budgets, space requirements, and college design standards. Coordinate tenant-improvement and renovation projects with property managers and building staff, including budgets, lease terms, and communication to affected occupants.
● Oversee the inspection and evaluation of college-owned and leased facilities to assess building conditions, cleanliness, safety, maintenance needs, and overall property standards. Identify deficiencies, prioritize corrective actions, coordinate with internal departments, property managers, and vendors to address issues, and monitor resolution to ensure facilities are properly maintained and operational requirements are met. Conduct regular walk-throughs of common areas and building frontage to proactively resolve safety hazards and maintain common-area standards.
● Manage the campus furniture program, including procurement, delivery, installation, inventory control, allocation, and storage of furniture to support operational needs and optimize available resources.
● Oversee the college's interior and exterior signage program, establishing implementation priorities, coordinating design, approvals, procurement, installation, and maintenance, and ensuring compliance with campus standards, accessibility requirements, and institutional branding. Evaluate signage needs, coordinate resources and vendors, and ensure consistent signage across campus facilities. Coordinate directory and wayfinding signage updates with design and signage vendors.
● Oversee property operations and landlord relations for college-leased properties, monitor compliance with lease obligations and property management responsibilities, and evaluate the performance of property owners and management companies. Address service deficiencies, coordinate corrective actions related to maintenance, security, building access, and other operational requirements, and assess potential risks and disruptions to college operations, ensuring appropriate resolution and communication with relevant stakeholders.
● Oversee after-hours response to property-related emergencies affecting tenants, assess reported incidents and their operational impact, determine appropriate response measures, and coordinate with tenants, property owners, management companies, emergency services, and contractors to address urgent issues. Ensure timely communication, appropriate escalation, and follow-up through resolution to minimize disruptions to tenant operations and maintain safe building conditions.
● Manage campus building access needs and liaise with the Emerson Police Department to facilitate authorized building access.
● Responsible for coordination with Environmental Health & Safety (EHS) to mitigate property and occupant risks. Support emergency and fire evacuation procedures and regulatory compliance.
● Oversee key card issuance, mailbox access, and electronic security systems with security consultants, locksmiths, and vendors.
● Responsible for daily coordination with security, janitorial, and building service vendors to maintain safety and cleanliness standards and resolve operational issues.
● Manage meeting and event space logistics with floor plans and other support.
● Perform other miscellaneous duties as assigned
QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to effectively perform job.
● Bachelor's Degree in a related field required
● 5-7 years of experience in facilities management, property administration, commercial real estate, or a related field required. Experience in higher education or commercial office property operations preferred.
● Professional certifications related to property management, facilities management, or real estate are preferred.
● Experience coordinating with building managers, security, janitorial, and other vendors in a multi-tenant commercial property preferred.
● Supervisory and real estate/facility management experience, with working knowledge of Mechanical, Electrical, and Plumbing (MEP) systems and building automated control systems.
KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.
● Exceptional accuracy and attention to detail required
● Ability to read and understand legal documents such as leases, vendor contracts, and certificates of insurance
● Good math skills, and experience with billing, chargebacks, and account reconciliations
● Intermediate to Expert proficiency in MS Excel and the ability to learn new software easily
● Ability to interpret architectural and engineering drawings.
● Working knowledge of occupancy management, and facility utilization analysis.
● Ability to tour a property and identify safety issues and construction flaws
● Ability to schedule and supervise student workers
● Strong customer service and tenant relations skills, with experience communicating building-wide projects and updates to occupants.
● Ability to collaborate across Finance, Human Resources, Marketing, Facilities, and departmental leadership.
● Experience developing process documentation, internal tracking tools, and orientation materials.
● Excellent organizational skills and the ability to maintain multiple projects simultaneously and to prioritize tasks
● Self-starter with excellent interpersonal communication and problem-solving skills
PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
● This position is moderately active in nature, movement throughout the college buildings is routinely required.
● Ability to have continuous oral and written communication with clients, co-workers and supervisors is essential.
● Repetitive movements, frequent lifting of up to 30 pounds, reaching, pushing, stooping, climbing, and the ability to read a computer screen, detect color-coding, and read fine print will be expected.
WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
● This position works in an office environment, event spaces, and in all areas of campus buildings
● Exposed to moderate noise levels
● Occasionally exposed to inclement weather conditions
IN-OFFICE EXPECTATIONS
This position requires an in-person presence on the Boston Campus during the work week.
Grade of Position: 23-09EEmployment Category: Regular
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Scheduled Weekly Hours: 36.25Division of Physical & Digital InfrastructureIn addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.
Emerson Employment Categories influence work schedules, benefits eligibility, and time off policies. Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits, such as life and disability coverage and commuter offerings, are available.
Please refer to our benefits website for a full list of benefits and eligibility requirements.
