Office Services Support Specialist

BXP • New York, NY

6d

About The Position

Primary Purpose of Position: Provide administrative support to the Office Manager 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 telephone calls for team members. Compose accurate and detailed messages. 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. Office Services and Support Create spreadsheets for project coordination. Assist with Board Meeting organization, and other BXP meetings. Region/Building Specific Functions: Provide relief to the Receptionist(s) as part of the Office Services team. Cover duties of Mailroom Coordinator when absent. Special projects or assignments as requested by departmental staff. Provide assistance to CEO’s EA, VP of Joint Ventures, and Marketing Department. Perform other duties as assigned by the Office Manager.

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 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.

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 telephone calls for team members.
• Compose accurate and detailed messages.
• 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.
• Create spreadsheets for project coordination.
• Assist with Board Meeting organization, and other BXP meetings.
• Provide relief to the Receptionist(s) as part of the Office Services team.
• Cover duties of Mailroom Coordinator when absent.
• Special projects or assignments as requested by departmental staff.
• Provide assistance to CEO’s EA, VP of Joint Ventures, and Marketing Department.
• Perform other duties as assigned by the Office Manager.

Benefits

• BXP offers a competitive total rewards package including base salary and annual discretionary bonus.
• Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more.
• Additional details will be provided during the hiring process.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED