JOB TITLE Property Manager and Construction Administrator

EMPLOYMENT CLASSIFICATION Full-time, Salary, Non-Exempt 

REPORTS TO Director of Construction and VP Ops

WORKS CLOSELY WITH Foremen and Comptroller

TOURISTS WELCOME is a hospitality development & management group based in North Adams, MA delivering memorable experiences by connecting guests with breathtaking nature, timeless leisure, local history, and art and music happenings.

In 2018, we opened TOURISTS, a 46-room flagship hotel modernizing the aesthetic of a classic American motor lodge. The land on which the hotel sits straddles the Hoosic River, revealing a network of walking trails, and forest clearings designed for year-round exploration guided by our on-site Art & Adventure team. In 2019, we opened our second project, The Airport Rooms, an on-site restaurant & cocktail lounge for hotel guests and the community to enjoy.

Our Property Manager and Construction Administrator has a strong attention to detail, a people-first mindset, and is highly organized. They are a team player who is curious and flexible, positive, self-motivated, driven, task-oriented, is able to multitask, and can adapt to changing priorities. This role provides comprehensive administrative support to our Director of Construction & Maintenance, ensuring smooth and timely operations through property and project management support, tenant relations, accounts payable functionality, and proactive communications.  They have resourceful problem-solving and sound decision-making skills and a strong work ethic with a high level of integrity and dedication to the values of the company. This position requires attention to safety and other federal, state, and local regulations.

This is a startup and a small office, so all team members have to be willing and able to roll up their sleeves to pitch in towards company goals and evolving needs and demands of the business. Like plunging a toilet, or meeting the lumber delivery truck because no one else is onsite, or whatever. Employee responsibilities and job descriptions are subject to review and revision. 

SCOPE OF WORK

ADMINISTRATIVE & GENERAL

• Assists in keeping projects on track, managing calendars, scheduling appointments, inspections and meetings 
• Prepare meeting agenda, take minutes, and ensure timely distribution of action items 
• Handle incoming calls & emails, routing them appropriately and providing courteous communications
• Accounts Payable
• Process AP transactions, including entering and verifying invoices, POS and, receiving reports
• Research and resolve discrepancies with vendor invoices
• Create new vendors with required compliance documentation, including W9s and COIs
• Support in managing expenses for property maintenance and repairs, new projects, renovation projects 
• Manage construction documents & permits 
• Support with all Insurance needs 
• Manage supplies, company equipment, vehicles, etc 
• Perform other administrative duties as assigned 

PROJECT & PROPERTY MANAGEMENT 

• Assist with project scheduling and resource allocation 
• Maintain accurate records of property documents, leases, rent payments, deposits, etc 
• Conduct regular property inspections and identify maintenance needs 
• Oversee scheduling of maintenance requests & repairs, ensuring timely completion
• Monitor project progress and support director in adhering to timelines and budgets 
• Proactively communicate project updates to stakeholders 
• Develop and implement project plans for property improvements & preventative maintenance
• Maintain property securing by monitoring security/cameras & managing accounts 

TENANT RELATIONS 

• Develop and maintain positive relationships with tenants
• Handle and respond promptly to tenant inquiries & concerns, including emergencies during off-hours 
• Maintain accurate records of property documents & leases, enforce agreements  
• Set rental rates and lease terms
• Ensure properties meet all legal requirements and fair housing regulations
• Oversee and manage move-in, move-out, and all processes associated with tenant transitions 
• Maintain documentation and maintenance schedule of all OS&E and FF&E in furnished units  

Based upon fluctuating demands of the operation, it may be necessary to perform a multitude of different functions not specifically related to this position. The Property Manager and Construction Administrator is expected to perform other tasks and duties as needed or as directed. Furthermore, employee responsibilities and job descriptions are subject to review and revision. TOURISTS is committed to offering a safe, kind, and supportive work environment for people from all walks of life. TOURISTS is an Equal Opportunity Employer and fosters a culture of diversity, equity, and inclusion. 

EXPERIENCE

Minimum of 2-3 years of administrative, tenant relations, and property management experience is required. Hospitality experience is preferred.

• Experience managing a high volume of time-sensitive administrative tasks.
• Bookkeeping and invoice entry experience is preferred
• Exceptional computer skills including familiarity with Google Drive, Gmail, Monday, Microsoft Word, and Excel, business and financial acumen, and problem-solving skills.
• Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff, contractors, vendors, and other stakeholders.

PERFORMANCE STANDARDS

• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of co-workers, vendors, clients and guests.
• Excellent attention to detail.
• Ability to make decisions on imperfect information.
• Ability to prioritize tasks, manage multiple deadlines, and work independently while also collaborating effectively in a team environment.
• A valid driver's license and a clean driving record required.
• Ability to uphold TOURISTS Welcome Guiding Principles.

TOURISTS WELCOME: Guiding Principles

COME AS YOU ARE

Our team, our guests, and our community create the energy of this place. All are welcome.

IT’S ALL IN THE DETAILS

Take the time, pay attention, and be consistent – we take pride in our craft and care that our spaces are pleasing, artful, and treated with respect.

WE STEP UP

We make an effort to listen, be direct, and find solutions, even (and especially) when challenged.  Integrity and good communication move mountains. 

FUN IS FUEL

We are a place where enthusiasm, camaraderie, and enjoyment can be a part of the everyday.

WE’RE ALWAYS EVOLVING  

Adventure, curiosity, and vitality are core to our spirit. We make space for awe, reflection, revision, and growth. 

WE TAKE CARE OF EACH OTHER

We actively look for ways to preserve nature and generate economic opportunities that enhance our community. The wellbeing of our business, environment, and people are one and the same.

SECURITY/CONFIDENTIALITY

Maintain an increased awareness of safety issues. Ensure all security policies and procedures are observed in areas such as computer security, keys, locks, inventory, property and employee information. The Property Manager and Construction Administrator will be responsible for upholding extreme confidentiality with regard to records, payroll, and other sensitive information.

WORKING CONDITIONS/ENVIRONMENT

• The noise level in the work environment is usually moderate.
• The person in this position may have to lift up to fifty (50) pounds on a daily basis; anything over fifty (50) pounds is considered a minimum two (2) person lift.
• The person having this position may have to sit, stand and/or walk, push, kneel, bend, balance, squat, reach and stretch for eight (8) hours per day.
• Extended time utilizing computer systems and screen time are expected in this position.

The work environment characteristics described herein are representative of those an employee typically encounters while performing the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION

$52,000 ($25.00/hour) + cell phone reimbursement 

BENEFITS

• High quality health and dental insurance from Blue Cross Blue Shield with 65% employer contribution
• Reimbursement for healthy habits and fitness goals
• 80 hours of PTO per year after 6 months of employment
• Paid Parental Leave
• Holiday pay for applicable working holidays
• 401(k) through Guideline
• Hotel and dining discounts for all employees
• Continuing education and professional development opportunities
• Housing assistance available

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