Assistant General Manager - Factory Mutual Insurance Company

Hobbs Brook Real Estate LLC is an innovative commercial real estate leader with a portfolio of forward-thinking, sustainable properties. Shaping the market since 1952, the company acquires, develops, manages, and serves as a valued partner to a variety of stakeholders. Hobbs Brook Real Estate (HBRE) brings unique property visions to life with a commitment to improving both the environment and the community. For additional information, please visit www.hobbsbrook.com. HBRE is the real estate division of FM.

The Assistant General Manager (AGM) is a Property Manager responsible for providing support to the General Manager in all areas of property management for an assigned portfolio of properties. The areas of management responsibility include tenant relations, maintenance, vendor management, inspections, contract administration and negotiation, financial reporting, annual budgeting and reforecasting, tenant billings, collections, risk management, COI compliance, property improvements, leasing tours and other property duties from time to time. In this role, the AGM will provide direction and assign work to vendors, facilities staff and others to ensure the properties are maintained at the highest industry standards and have excellent curb appeal at all times. The AGM is a key point of contact for tenants, vendors and other HBRE departments including facilities, construction, asset management, leasing, accounting, finance, legal and IT. The AGM must be customer service focused, well organized, manage multiple priorities, communicate effectively and possess a sense of urgency.

Schedule & Location:

This is an exempt, office-based position in Waltham, MA. The schedule requires the employee to work onsite during regular business hours 5 days per week. This position may require limited travel based on business needs.

Tenant Services

• Proactively engage with tenants to ensure all tenant service needs and requests are being met, issues resolved in a timely manner and all work orders completed and closed out.
• Participate in the planning, facilitation and attendance at tenant events and tenant retention activities. Assist with ongoing updates to a Tenant Services Plan and execute tasks associated with such.
• Assist tenants with their yield-up obligations and/or their move-in coordination with various 3rd party firms or directly with main tenant contacts.
• Ensure all tenant database information in PM systems, or otherwise, is up to date and accurate. Review reports and monitor/analyze key metrics for analysis of tenant services.
• Assist and/or lead, as needed in the holding of annual tenant building evacuation drills and training. Work with PM team in the development and training of emergency response preparedness plans.
• Work with PM team and Tenant Engagement Manager to complete tenant surveys as needed and follow-up with actionable items.

• Maintenance and Vendor Management:

• Oversees the Property Management Assistant(s) (PMA) in the administration of the vendor prequalification process. Collaborate with Environmental Health and Safety (EH&S) manager as needed.

• Monitor Certificate of Insurance program for both vendors and tenants working with PMAs to request COIs as needed.
• Track, monitor and create (as needed) vendor maintenance and professional services and management agreements (MSAs and MCSA’s)
• Develop quality scopes of work (SOW) with assistance from facilities, construction and others as needed for MSA and MCSAs.
• Develop RFP’s, request proposals, perform bid leveling and make recommendations for all site services, maintenance and capital projects as needed for contracting purposes. All work is to be performed in compliance with HBRE Policy and Procedures.

• The AGM will have a high level of involvement in the management and oversight of all cleaning, security and café services contracts.
• Work collaboratively with the facilities team to ensure preventative maintenance programs are robust and useful in proactively maintaining the building systems.

• Monitor and implement energy savings initiatives and incorporate sustainability efforts as needed for refuse removal, composting, exterior landscaping, and other areas to lower a buildings carbon footprint.

• Financial Reporting, Budgeting and Forecasting:

• Along with GM, prepare monthly property reports, which include line-item revenue, expense and capital variance comments for each property.
• Work with GM and accounting team to prepare the annual budget and quarterly reforecasts, as well as assist in review of annual operating expense reconciliation. Yardi, MS Office and Excel used for data input.
• Work with PMAs and Accounting to ensure all work orders are invoiced and collected monthly.
• Monitor PMA’s and Accounting to ensure all work orders are invoiced and collected monthly.
• Oversee accounts receivable functions which include but are not limited to making calls, sending emails and issuing late rent notices as needed for the timely collection of rents and other charges.
• Prepare other financial analysis and respond to additional reporting requests as needed from time to time.
• Complete monthly accruals in conjunction with GM and accounting team, working collectively with facilities to gather information.

• Other

• Conduct regular campus and building inspections for cleaning, security, curb appeal, etc.
• Perform all work in compliance with HBRE and FM policies, procedures and processes.

• Collaborate with Asset Management and possess a general understanding tenant lease agreements terms and conditions.

• Perform leasing tours as requested from time to time.
• Develop and train PMAs in PM systems and functions from time to time.
• Collaborate with construction project management, asset management, legal and other internal departments as needed.
• Ensure all property files (electronic and paper) are maintained accordingly.
• Participate in all company training requirements for this position, as well as seek additional other training opportunities to advance individuals skills.
• Although not a requirement, participate in BOMA educational programming and local Boston events, as well as other industry organizations is supported by HBRE.

Required Education:

• Bachelor’s degree (a combination of education, professional work experience, and professional skills will be considered in lieu of a Bachelor's degree)

Required Work Experience:

• 4+ years of related work experience

Highly Preferred Work Experience:

• 4+ years direct and relevant commercial real estate property management experience

Required Skills:

• Solid multitasking skills
• Solid problem-solving skills
• Drives results and orientation
• Highly collaborative work style
• Strong sense of ownership

Highly Preferred Skills:

• Yardi property management software or equivalent
• Building Engines work order software or equivalent work experience
• Proficient in Word, Excel, PowerPoint, and Outlook

The hiring range for this position is $100,400-$144,300 annually. The final salary offer will vary based on 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.