Job Information
Boston Properties Office Services Support Specialist in Boston, Massachusetts
Primary Purpose of Position:
Provide administrative support to the Director, Office Services and serve as an Office Services resource in the coordination and execution of the corporate office administrative operations.
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 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 telephones calls for team members. Compose accurate and detailed messages.
Schedule conference rooms and arrange catering and all details for meetings; update Angus with guest/visitors for all meetings.
Arrange team travel including air, hotel, care 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, fax machines, all conference room audio visual representation equipment and telephones with voice mail capabilities.
Submit requests/order supplies as needed.
Office Services and Support
Coordinate the facilities logistics for set up for new employees and separating employees as well as all moves.
Submit and approve facilities work orders. Follow open work orders through completion.
Escalate issues when necessary. Review work orders and billing for accuracy and activity.
Inventory office supplies in main copy centers, ensure sufficient supplies (to include stationary products) and coordinate supplies purchases. Review needs with Director, Office Services.
Oversee service and maintenance of the office equipment. Assist with coordination of service calls with the vendors, coordinate monthly meter reads for office copiers, provide usage data and report service issues and assist in resolution of issues.
Upload Office Services notices to the Portal and monitor and edit data to ensure published information is current.
Edit and maintain all department lists, floor plans and reference material (to include department operational manuals, new hire paperwork, recruiting and new hire packets, facilitate orientation material and other related documents).
Work in conjunction with Office Services team to act as Account Administrator for specific service web sites (i.e. FedEx, Iron Mountain, Office max, Tenant Services); set up new users, monitor and maintain user lists.
Provide inventory and quarterly reports, as needed.
Assist the Director, Office Services with the annual budget process by preparing data and updating data, quarterly.
Coordinate early close procedures with security and vendors (ie. Notifications)
General:
Provide relief to the Receptionist(s) as part of the Office Services team.
Special projects or assignments as requested by departmental staff.
Perform other duties as assigned by the Director, Office Services.
Requirement 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.
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 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 answering the phone and operation of a computer.
Involves work of a general office nature usually performed standing such as operation of a photocopier and fax machine.
Involve movement between departments to facilitate workflow.
Internal and External Contacts
- This position regularly interfaces in both verbal and written form with all levels of Boston Properties employees (in multiple locations) regarding a wide range of matters. Many matters are of a confidential nature. This position regularly interfaces with external consultants and vendors.
Reporting Structure:
- This position reports directly to the Director, Office Services who provides guidance and coordinates, evaluates, and monitors work performance.
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.
Boston Properties is an Affirmative Action and Equal Opportunity Employer. We are committed to fair and impartial treatment in all of our relations with employees, as well as applicants for employment, to recruit, upgrade, train, and promote in all job titles 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.