Property Management Support Specialist

BXP, Inc. • New York, NY

1d

About The Position

Primary Purpose of Position:
Provide administrative support to the Property Management Department.
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 appointments and maintain calendars.
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.
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.
Property Management
Provide administrative support to the Senior Vice President and Vice Presidents, Property Management including working on projects, documents of confidential nature and all correspondence creation and distribution (e.g. letters, memorandums) including editing, proofreading, power point and spreadsheet creation and maintenance.
Provide day-to-day assistance to Regional Property Management team 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 and Corporate Card program requirements.
Process Purchase Orders and invoices related to vendor services spread and allocated to multiple properties (e.g. security and safety allocations, etc.).
Aid with the MyCOI program by initiating monthly review of vendor compliance reports, engagement with Property Managers to gather updated vendor insurance information and handle vendor inquiries regarding MyCOI program.
Maintain and update Property Management related policies, procedures, manuals (e.g. security, safety and emergency procedures and plans) as well as the Property Management internal portal page.
Assist in the organization and maintenance of security and safety programs that are implemented company wide.
Assist in event coordination for Property Management team trainings.
Maintain communication with full Property Management team; enhance team communication and coordination as needed.
Region/Building Specific Functions:
Provide relief to the Receptionist(s) as part of the administrative team.
Special projects or assignments as requested by departmental staff.
Participate in the coordination of BOMA programs and industry events.

Requirements

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required.
• Related business/industry experience desirable.
• 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 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

• Related business/industry experience desirable.
• a BA/BS Degree preferred.

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 appointments and maintain calendars.
• 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.
• 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.
• Provide administrative support to the Senior Vice President and Vice Presidents, Property Management including working on projects, documents of confidential nature and all correspondence creation and distribution (e.g. letters, memorandums) including editing, proofreading, power point and spreadsheet creation and maintenance.
• Provide day-to-day assistance to Regional Property Management team 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 and Corporate Card program requirements.
• Process Purchase Orders and invoices related to vendor services spread and allocated to multiple properties (e.g. security and safety allocations, etc.).
• Aid with the MyCOI program by initiating monthly review of vendor compliance reports, engagement with Property Managers to gather updated vendor insurance information and handle vendor inquiries regarding MyCOI program.
• Maintain and update Property Management related policies, procedures, manuals (e.g. security, safety and emergency procedures and plans) as well as the Property Management internal portal page.
• Assist in the organization and maintenance of security and safety programs that are implemented company wide.
• Assist in event coordination for Property Management team trainings.
• Maintain communication with full Property Management team; enhance team communication and coordination as needed.
• Provide relief to the Receptionist(s) as part of the administrative team.
• Special projects or assignments as requested by departmental staff.
• Participate in the coordination of BOMA programs and industry events.

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.

What This Job Offers

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