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Primary Purpose of Position:

Provide administrative support to the Washington, DC Region Property Management Department.

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.

+ Assist with maintenance of 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, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.

+ Submit requests/order supplies as needed.

Property Management

+ Provide administrative support to the Senior Vice President, Property Management including working on projects, documents of confidential nature, and all correspondence creation and distribution (e.g. letters, memorandums) including editing, proofreading, power point, and spreadsheet creation and maintenance.

+ Provide day-to-day assistance to Regional Property Management team 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.

+ Process Purchase Orders and invoices related to vendor services spread and allocated to multiple properties (e.g. security and safety allocations, etc.).

+ Provide assistance with the MyCOI program by initiating monthly review of vendor compliance reports, engagement with Property Managers to gather updated vendor insurance information, and handle vendor inquiries regarding MyCOI program.

+ Maintain and update Property Management related policies, procedures, manuals (e.g. security, safety and emergency procedures and plans) as well as the Property Management internal portal page.

+ Assist in the organization and maintenance of security and safety programs that are implemented company wide.

+ Guide new Property Management team members in training of processes and procedure.

+ Assist in event coordination for Property Management team trainings.

+ Maintain communication with full Property Management team; enhance team communication and coordination as needed.

Region/Building Specific Functions:

+ Administration of regional voucher set up and submission.

+ Review and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.

+ Submit jurisdictional tax payments.

+ Special projects or assignments as requested by departmental staff.

+ Participate in the coordination of BOMA programs and industry events.

+ Perform other duties as assigned by the Office Manager.

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.

+ This is an on-site position and requires in-person attendance.

Internal and External Contacts:

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

Reporting Structure:

+ This position reports to the SVP, Property Management, Washington, DC Region, who provides supervision, guidance, and evaluates work performance on a periodic basis.

+ This position also supports and receives work assignments from the Director, Safety & Security.

BXP is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.

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.