Primary Purpose of Position:

Provide administrative support to the Property Management Team in assigned portfolio, which includes the SVP, Property Management. In support of the Property Management Administrator, assist in property administration and operations for regional Property Management Team members.

 

Essential Functions:

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 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.  Schedule appointments and maintain calendars. Assist in coordination of, and attend, PM meetings. Schedule conference rooms and arrange catering and all details for meetings; update Angus with guests/visitors for all meetings. Organize and submit expense reports; input and approve eTime for self/team as requested. Sort, open, deliver or process incoming and outgoing mail, packages and internal correspondence. Arrange for courier or overnight services. Operate and maintain office equipment, such as copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities. Submit requests/order supplies as needed. Assist team members with client and BXP related event logistics.

 

Property Management

Provide day-to-day assistance to Property Management team of assigned portfolio on operational issues and processes.   Provide support to Property Management regarding vendor contract and license agreement administration, RFPs, budgeting process and internal audits. Work closely with Property Management team members and Accounts Payable on compliance of monthly P card program requirements. Provide backup support in processing Purchase Orders and invoices related to vendor services for assigned portfolio, as needed. Provide assistance with the myCOI program for the assigned portfolio by monitoring vendor compliance, maintaining vendor contact details, engaging with Property Management team to gather updated vendor insurance information, and handling vendor inquiries regarding myCOI program. Maintain and update Property Management related policies, procedures, manuals (e.g. security, safety and emergency procedures and plans). Assist in the organization and maintenance of security and safety programs that are implemented companywide.  Provide administrative support to maintain compliance regarding sustainability, OSHA and contract approval form logs. Assist in the onboarding of newly hired Property Management team members in training of processes and procedures. Work as part of the Boston Region Property Management Administrative Team and assist with regional needs including event coordination and other projects as assigned.  Maintain communication with the assigned Property Management team; enhance team communication and coordination as needed. In support of the Property Management Coordinator, you may be involved in the following: Assisting with the management and tracking of sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption. Assisting with producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables as requested. Assisting with drafting and distributing holiday/special event notifications for clients (such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, etc.). Assisting with answering and routing phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatching personnel based on immediate needs. Provide phone coverage during lunchtime, vacation, sick days, etc. as needed.

 

Region/Building Specific Functions:

Perform other duties and special projects as assigned. 

 

Requirements and Qualifications:

High school diploma or equivalent educational certificate required; 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. Demonstrated ability to determine needs and achieve results without close supervision. Demonstrated 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 also 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.

 

Physical Requirements:

Involves work of a general office nature usually performed sitting such as operation of a computer. Involves work of a general office nature usually performed standing such as operation of a multi-function printer. Involves movement between departments to facilitate workflow Vision abilities allowing reading of printed materials, graphics, and computer displays.

 

Internal and External Contacts:

The Property Management Support Specialist regularly interfaces with various BXP personnel, tenants, vendors/contractors, and consultants.

 

Reporting Structure:

This position reports to the senior most property manager in the assigned portfolio who provides supervision, guidance and evaluates work performance on a periodic basis. This position also supports and receives work assignments from the Property Management Team in assigned portfolio.

 

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.