Property Operations Assistant

Property Operations Assistant

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 within 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.

Job-Specific Responsibilities:

• 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

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).

Physical Requirements:

• Must be able to perform all duties in a facilities environment that includes exposure to loud noises, temperature extremes, inclement weather conditions, airborne particles, vibration, hazardous materials.
• Must be able to maneuver in small/confined spaces, stairs, ladders, etc.; requires stooping, bending, climbing, reaching, lifting, and carrying; working from ladders, and lifting carrying objects weighing up to 65 pounds.
• Required to wear personal protective equipment and clothing when appropriate.
• Must be physically fit and alert at all times.

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.
• Must have a valid Massachusetts driver's license, willingness to obtain 2 C License.

Additional Qualifications:

• Experience managing vendor and contractor relationships preferred
• Strong attention to detail, safety-focused, and able to follow directions
• Proficient with common hand tools
• Strong time management and organizational skills; able to manage multiple priorities in a fast paced, customer focused environment
• General computer proficiency, including Microsoft Word, Excel, Access, Yardi, and Outlook
• Strong communication (phone, written, email, in person) and interpersonal skills; able to work both independently and as part of a team
• Professional demeanor and appearance; strong customer service orientation and follow-through with colleagues, vendors, and residents
• Able to handle complex and confidential information
• Willing to support other locations as needed and work outside normal business hours (evenings, weekends, holidays) for turnovers, snow removal, and emergencies; may participate in Resident On-Call Program
• Able to work effectively with difficult residents and in dirty, hot, cramped, or otherwise uncomfortable areas; frequent walking, including stairs

Certificates and Licenses:

• Must have a valid Massachusetts driver's license.
• Willingness to pursue obtaining Class 2C License.

Standard Hours/Schedule: 40 hours per week

• Monday - Friday from 8:00am - 4:30pm

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Motor Vehicle Record, Drug Test, CORI, References

Other Information:

• Emergency Status Designation: Critical

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Work Format Details: This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges: This position is salary grade level 053. 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.