Primary Purpose of Position:

Provide administrative support to the Construction Department.

 

Essential Functions:

Construction

Organize and maintain all project files and drawings, both paper and electronic. Partner with Property Management to maintain Plan Rooms throughout the region. Update and maintain database of construction project information, department address book, construction portal, and templates and verify compliance of COIs/input into database. Update and maintain database of Master Service Agreements and associated Work Authorizations; track signature status. Assist Construction Managers in the management of cost control systems including tracking and coding of project invoices through the Nexus system.  Coordinate assignments and manage relationships with outside vendors (reprographic services, couriers, etc.), clients, consultants, and contractors to support new and existing construction functions. Engage in frequent verbal communications with executive level business partners and tenants. Prepare presentation materials for internal and external customers; proposals for tenants and public submission materials for hearings and other federal, state, and local agency reviews. Coordinate preparation of Construction Department materials for periodic department meetings and Regional update meetings. Assist in the preparation of department proposals, Requests for Proposals (external), contracts, and marketing materials.

 

Administrative

Standard administrative support functions:  Compose, edit, and type letters, memorandums, and transmittals. Compile, organize, and accurately finalize documents for signature or other distribution. Maintain Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.  Screen, handle, forward, and place telephone calls for team members. Compose accurate and detailed messages. Schedule appointments and maintain calendars. Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings. Arrange team travel including air, hotel, car rental and meeting attendance, as required. Organize and submit expense reports; input and approve eTime for self/team as requested.  Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team Sort, open, deliver or process incoming and outgoing mail, packages, and internal correspondence. Arrange for courier or overnight services. Operate office equipment such copiers/scanners, all conference room audio visual presentation equipment and telephones with voice mail capabilities. Submit requests/order supplies as needed.

 

Region/Building Specific Functions:

Special projects or assignments as requested by departmental staff.

 

Requirements and Qualifications:

High school diploma or equivalent educational certificate required; a BA/BS Degree preferred. Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required. Related business/industry experience desirable. Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines. Demonstrates ability to determine needs and achieve results without close supervision. Demonstrates ability to take initiative and lead projects. Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners. Ability to work under pressure and within time constraints. Superior verbal and written communication skills. Excellent analytical skills. Excellent attention to detail. Ability to work independently and as part of a team.  Exhibit and champion excellence in work and willingness to embrace change. Flexibility with work schedule to include working overtime on a periodic basis. Proficiency with Microsoft Office Applications. Knowledge of additional software including Angus, BlueBeam, Adobe, or AutoCAD desirable.

 

Physical Requirements:

Involves work of a general office nature usually performed sitting such as operation of a computer and telephone. Involves work of a general office nature usually performed standing such as operation of a fax, printer, and copier machine. Involves movement between departments to facilitate work.

 

Internal and External Contacts:

External:  As a member of the construction group, the Construction Support Specialist will support communications from the construction group regularly, interacting with representatives of public agencies, architects and design professionals, prospective tenants, and contractors. Internal: All members of the BXP organization.

 

Reporting Structure:

Directly supports the Construction Department. The Department Head provides guidance, coordinates, evaluates and monitors work performance. This position reports directly to the SVP, Construction who provides oversight and supervision (to include leave requests and annual performance evaluations).

 

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.