Office Services Support Specialist

BXP•Princeton, NJ

7h•Onsite

About The Position

The Office Services Support Specialist provides essential administrative and property management support. This role involves a wide range of duties including composing and editing documents, managing filing systems, handling phone calls, scheduling meetings, arranging travel, processing expenses, and managing mail. Additionally, the specialist will prioritize and dispatch service requests, manage access card systems, schedule heliport bookings, maintain office supply inventory, oversee office equipment maintenance, and update online portals. This position also involves coordinating with IT for issue resolution, providing backup administrative support to the team, and participating in tenant event planning. Special projects and other duties as assigned 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 represent the company professionally.
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.
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.

Responsibilities

Compose, edit, and type letters, memorandums, and transmittals.
Compile, organize, and finalize documents for distribution.
Maintain department filing systems (paper and electronic) and adhere to document retention policies.
Screen, handle, and forward telephone calls; compose detailed messages.
Schedule conference rooms, arrange catering, and manage meeting details.
Update Angus with guest/visitor information for meetings.
Arrange team travel, including air, hotel, car rental, and meeting attendance.
Organize and submit expense reports; input and approve eTime.
Manage invoices, billing, expenses, credit card statements, and employee reimbursements.
Sort, open, deliver, and process incoming and outgoing mail and packages.
Arrange for courier or overnight services.
Operate office equipment such as copiers, scanners, fax machines, audio-visual equipment, and telephones.
Submit requests and order supplies as needed.
Prioritize and dispatch service requests to appropriate parties.
Notify Property Managers of repeat complaints or unusual situations.
Escalate issues when necessary.
Review work orders and billing for accuracy.
Receive and follow up on tenant shared conference room reservation requests.
Complete monthly utilization reports for shared conference rooms.
Administer the access card system, process requests, invoice tenants, maintain inventory, and complete statistical reports and audits.
Schedule heliport bookings.
Inventory office supplies, ensure sufficient stock, and coordinate purchases.
Oversee service and maintenance of office equipment.
Assist in coordinating service calls with vendors, monthly meter reads, and reporting service issues.
Upload Office Services notices to the Portal and ensure published information is current.
Edit and maintain department lists, floor plans, and reference materials.
Act as Account Administrator for specific service websites (e.g., FedEx, Iron Mountain, Office max, Tenant Services).
Provide inventory and quarterly reports as needed.
Coordinate early close procedures with security and vendors.
Serve as the primary point of contact for coordinating support requirements with IS.
Perform shared administrative duties and provide backup support to the administrative team.
Participate in the planning and execution of tenant event activities, including waivers.
Acquire knowledge to perform basic essential functions of other administrative team members for backup support.
Perform special projects or assignments as requested.
Perform other duties as assigned.