Construction Support Specialist

BXP•San Francisco, CA

4d•Onsite

About The Position

The Construction Support Specialist plays a crucial role in supporting the Construction Department's operations. This position involves organizing and maintaining project files, updating building standards, managing contracts and invoices, and serving as a point of contact for vendor communications. The role requires strong administrative and organizational skills, excellent communication abilities, and the capacity to work independently and as part of a team. The specialist will interact with various internal and external stakeholders, including executive-level business partners, tenants, architects, and contractors, representing the company professionally. The position also involves administrative tasks such as composing correspondence, managing filing systems, scheduling meetings, and processing mail. Additionally, the role may provide support to reception duties and assist with special projects as needed.

Requirements

High school diploma or equivalent educational certificate required.
Minimum of 5 years of progressively responsible administrative support experience and special projects experience required.
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.

Nice To Haves

BA/BS Degree preferred.
Related business/industry experience desirable.
Knowledge of additional software including Angus, Nexus, and Procore desirable.

Responsibilities

Organize and maintain all project files and drawings, both paper and electronic.
Update and maintain Construction Department building standards, rules and regulations, preferred vendor lists, etc. and distribute accordingly.
Update and maintain agreements and contracts; track and communicate signature status.
Facilitate contract preparation, execution, and distribution in a timely and accurate manner.
Code invoices accurately, follow up with vendors for invoice corrections as directed by Construction Managers, and communicate deadlines to the Construction Department.
Serve as the point person for Certificate of Insurance (COI) and ensure all vendors are in the current system.
Engage in frequent verbal and written communications with executive level business partners and tenants, representing the Company in a highly professional manner.
Prepare presentation materials and coordinate the preparation of Construction Department materials for periodic department and Regional meetings.
Review and approve Contractor access requests for correct building and project information, confirm approval for access to other tenant spaces, and timely distribute to appropriate departments.
Assist in the preparation of department proposals, Requests for Proposals (external), contracts, and notices.
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.
Schedule conference rooms and arrange catering and all details for meetings.
File and submit expense reports.
Manage invoices, billing, expenses, credit card statements and employee reimbursements for the Construction Department.
Pick up, sort, open, deliver or process, incoming and outgoing mail, packages, and internal correspondence.
Arrange for courier or overnight services.
Operate office equipment such as copiers/scanners/plotters, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
Submit requests/order supplies as needed.
Provide relief to the Receptionist(s) as part of the Administrative team.
Perform special projects or assignments as requested by departmental staff.
Perform other duties as assigned by Manager.