Office Services Support Specialist

BXP, Inc.•Princeton, NJ

10h•Onsite

About The Position

This role provides comprehensive administrative and office services support, focusing on both standard administrative functions and specialized office services and property management support. The position involves managing various office tasks, ensuring smooth operations, and supporting the administrative team and departmental staff. Key responsibilities include composing and managing documents, maintaining filing systems, handling communications, scheduling, travel arrangements, expense management, and operating office equipment. Additionally, the role supports office services and property management by dispatching service requests, managing tenant inquiries, administering access card systems, coordinating office equipment maintenance, updating internal portals, and maintaining departmental records. The position also involves collaborating with IT for issue resolution, providing backup support to the administrative team, and participating in tenant events. Special projects and other assigned duties are also part of the role.

Requirements

High school diploma or equivalent educational certificate required.
Minimum of 2-5 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.
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.

Nice To Haves

A BA/BS Degree preferred.
Related business/industry experience desirable.

Responsibilities

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, 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 as copiers/scanners, fax machines, all conference room audio visual representation equipment and telephones with voice mail capabilities.
Submit requests/order supplies as needed.
Prioritize and dispatch service requests to appropriate parties using established protocols. Notify Property Manager(s) of repeat complaints or unusual and/or unreasonable situations. Escalate issues when necessary.
Review work orders and billing for accuracy and activity.
Receive and follow-up on tenant shared conference room reservation requests, complete monthly utilization reports.
Act as primary administrator of the access card system for the complex; process requests for new tenants, replacement cards, fitness center cards, ensure tenants are properly invoiced, maintain access card inventory, complete monthly access card statistical reports and annual access card audits.
Schedule heliport bookings for the complex.
Inventory office supplies in main copy centers, ensure sufficient supplies (to include stationary products) and coordinate supplies purchases.
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.
Coordinate early close procedures with security and vendors (i.e., notifications).
Act as primary point of contact for coordinating support requirements with IS to resolve issues or problems in the office.
Perform Shared administrative duties and provide backup support to the other members of the administrative team.
Participate in the planning and execution of tenant event activities; including execution of waivers.
Acquire the knowledge to perform the basic essential functions of the other members of the administrative team to provide as backup support in the absence of such individual.
Perform special projects or assignments as requested by departmental staff.
Perform other duties as assigned.