Property Management Support Specialist

BXP, Inc.•Waltham, MA

7h•Onsite

About The Position

Provide administrative support to the Property Management Team in assigned portfolio. This role involves a wide range of administrative tasks, including composing and typing correspondence, managing filing systems, scheduling appointments, coordinating meetings, and processing expense reports. The specialist will also handle incoming and outgoing mail, operate office equipment, and order supplies. In addition to general administrative duties, this position offers day-to-day assistance to the Property Management team on operational issues, supports vendor contract administration, assists with purchase orders and invoices, and manages compliance for sustainability, OSHA, and contract approval logs. The role also plays a part in onboarding new team members and assisting with regional needs. Specific to the region/building, the specialist will manage license agreements, track sales reports from retail tenants, assist with specialty leasing budgets, support retail sales audits, and maintain traffic counting spreadsheets. The position requires interaction with various company personnel, tenants, vendors, and consultants.

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

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 filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures.
Schedule appointments and maintain calendars.
Assist in coordination of, and attend, PM meetings. Schedule conference rooms and arrange catering and all details for meetings; update Angus with guests/visitors for all meetings.
Organize and submit expense reports; input and approve eTime for self/team as requested.
Sort, open, deliver, or process incoming and outgoing mail, packages, and internal correspondence. Arrange for courier or overnight services.
Operate and maintain office equipment, such as copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
Submit requests/order supplies as needed.
Assist team members with client and BXP related event logistics.
Provide day-to-day assistance to Property Management team of assigned portfolio 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.
Provide backup support in processing Purchase Orders and invoices related to vendor services for assigned portfolio, as needed.
Provide assistance with the myCOI program for the assigned portfolio by monitoring vendor compliance, maintaining vendor contact details, engaging with Property Management team to gather updated vendor insurance information, and handling vendor inquiries regarding myCOI program.
Maintain and update Property Management related policies, procedures, manuals (e.g. security, safety and emergency procedures and plans).
Assist in the organization and maintenance of security and safety programs that are implemented companywide.
Provide administrative support to maintain compliance regarding sustainability, OSHA, and contract approval form logs.
Assist in the onboarding of newly hired Property Management team members in training of processes and procedures.
Work as part of the Boston Region Property Management Administrative Team and assist with regional needs including event coordination and other projects as assigned.
Maintain communication with the assigned Property Management team; enhance team communication and coordination as needed.
Assisting with the management and tracking of sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
Assisting with producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables as requested.
Assisting with drafting and distributing holiday/special event notifications for clients (such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, etc.).
Assisting with answering and routing phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatching personnel based on immediate needs. Provide phone coverage during lunchtime, vacation, sick days, etc. as needed.
Create, track, and manage full execution of License Agreements and Use & Occupancy Agreements for temporary retail tenants and retail storage tenants; provide day-to-day support of ongoing lease scanning and archiving program.
Collect monthly sales reports from all retail tenants and specialty leasing merchants. Maintain all associated sales spreadsheets and distribute billing sheets for percentage rents.
Assist Property Management team with updating specialty leasing income budget and storage income budget.
Fully support administrative and collection work for Retail Sales Book annually and retail sales audit.
Update and maintain traffic counting spreadsheets weekly.
Participate in the coordination of BOMA programs and industry events.
Perform other duties and special projects as assigned.