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 withing 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 be detail oriented and have a good safety record, and the ability to take and follow directions intelligently. 
• Familiarity and ability to use common hand tools.
• Strong time management skills.
• Must have general computer skills including experience with, spreadsheets, word processing and email software packages (Microsoft Word, Excel, Access, Yardi, and Outlook).
• Must demonstrate strong communication skills including phone, written, email, and in person. Must possess strong interpersonal skills, and the ability to work effectively in a fast-paced, customer-focused operations environment with multiple projects and priorities. 
• Must be able to handle complex and confidential materials and information.
• Must be willing to provide support to other locations as needed. 
• Available as needed outside of normal business hours (evenings, weekends and/or holidays) for apartment turnover, snow removal and general building emergencies. 
• May be asked to participate in the Resident On-Call Program providing the need exists and the basic requirements and qualifications for participation are met.
• Must have a valid Massachusetts driver’s license. 
• Willingness to pursue obtaining Class 2C License

Additional Qualifications and Skills:

• Experience managing vendor/contract relationships preferred. 
• Professional demeanor, appearance and customer service experience are essential. Must have strong organizational skills working in a team environment with a proven ability to follow up with colleagues, vendors or residents and assume accountability for projects as well as work independently to see tasks through from start to finish.
• Customer service orientation, a high level of integrity, professional demeanor sensitivity to various interests, diplomacy, advocacy, self-confidence, and resourcefulness

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

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

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

Other Information:

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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.

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.