Commercial Property Management Adminstrator

Hobbs Brook Management LLC, has been a pioneer in the development of premier office space in the Boston suburbs since 1952. We believe the most valuable thing we develop isn’t a building. It’s a relationship. As both an owner and operator, Hobbs Brook Management is committed to providing its tenants, their employees and customers with a reliable and fully functional business environment. For more information about Hobbs Brook Management, please visit www.hobbsbrook.com. Hobbs Brook Management is the real estate division of FM. 

Schedule & location: This is a non-exempt full-time, office-based position in Norwood, MA. 

Eligibility: Applicants must live within 50 miles of our office in Norwood, MA.  

Relocation is not offered for this position 

Responsibilities

At HBRE, we are looking for a dedicated Property Management Administrator to join our world-class team!  

This position supports the property management and facilities team in the administrative execution of daily operations for a portfolio of Class A multi and single tenanted office and laboratory commercial investment assets. Provides a Class A+ level of service to tenants and internal and external stakeholders. Provides day-to-day administrative support for property management and facilities professionals. Acts as a lead point-person and ambassador for tenant requests as required. Position requires a highly motivated self-starter with strong initiative and the ability to collaborate and influence across various internal teams as well as with the tenant population. Property management and engineering teams’ daily activities are high volume and necessitate moving positively with velocity, so position requires high energy, enthusiastic and engaging personality. Results orientation, attention to detail, strong organizational skills, persistence, and follow-through are essential.  

Key Responsibilities include but not limited to:

Administrative and Operational Support

• Proactively engage with tenants and vendors to address inquiries and service needs.
• Maintain up-to-date on-call schedules and emergency contact lists for tenants, vendors, and HBRE facilities personnel.
• Ensure all property files (electronic and paper) are maintained accordingly.
• Order and maintain office and janitorial supplies.
• Track and respond to tenant service requests using an online work order system and/or campus website platform.
• Ensure timely and accurate completion of all assigned tasks.
• Operates individually and collaborates with other internal departments as needed

Contract Management

• Draft, issue, and track Master Service Agreements (MSAs) under the guidance of property management, facilities, and legal teams.
• Coordinate internal and external signatures and maintain a contract tracking worksheet.
• Monitor contract expiration dates and assist in obtaining renewal pricing and updated scopes of work as needed.

Insurance Compliance

• Collect, monitor, and maintain tenant and vendor Certificates of Insurance (COIs) in the Jones platform.
• Ensure each MSA has a corresponding and active COI.

Purchase Order & Invoice Processing

• Draft, issue, and release purchase orders (POs) based on MSA and other relevant data from the Yardi database system.
• Support timely invoice processing and payment.

Vendor Pre-Qualification

• Present the Highwire prequalification platform to prospective vendors and follow up to ensure timely completion of vendor profile enrollment.
• Respond to vendor inquiries, review submitted materials for completeness, submit completed profiles to the General Manager for review and approval, and communicate the outcome of the prequalification to vendors.
• Collaborate with Environmental Health and Safety (EH&S) as needed.

Qualifications  

3-7 years’ experience in all aspects of administrative support. At least 3 years of prior experience managing projects or other activities involving influence without authority.  

• Strong relationship management and communication skills (verbal and written).  

• Excellent organization, prioritization, and follow-through.  

• Strong attention to detail and consistent, high level of accuracy in work product.  

• Technology proficiency, including intermediate-level MS Office skills; motivation and aptitude to learn new systems.  

• Proven ability to collaborate with, motivate and influence peers and stakeholders  

Education  

Associate degree in business, management or accounting/finance required.  

Bachelor’s degree preferred.

The hiring range for this position is $30.08 to $37.60 an hour. The final salary offer will vary based on geographic location, individual education, skills, and experience. The position is eligible to participate in FM’s comprehensive Total Rewards program that includes an incentive plan, generous health, and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances, and much more!  

FM is an Equal Opportunity Employer and is committed to attracting, developing, and retaining a diverse workforce.