• Administrative Assistant, Property Accounting

    Boston Properties LimitedBoston, MA 02133

    Job #900998871

  • Job Description

    Administrative Assistant

    (Property Accounting)

    Primary Purpose of Position:

    Assist the SVP, CAO; VP, Property Accounting; the Regional Controllers and the Property Accountants; as well as other members of the team.

    Essential Functions:

    General Office Duties to include but not limited to:

    · Organization of copying, filing, scanning, typing, answering phones and coordinating mail. Type correspondence, internal and external memos and reports (including handling of company confidential information).

    · Maintain agenda, appointments and business contacts through Microsoft Outlook.

    · Coordinate communications between internal and external clients to include Visitor Pre-Clearance.

    · Monitor, approve and sign off on weekly timesheets for the Department.

    · Schedule/coordinate business meetings, workshops, conferences, catering, and corporate travel.

    · Process check requisitions, expense reports, other interoffice forms.

    · Maintain department Portal calendar to communicate quarter close key due dates.

    · Manage the department portal page updates to include accounting policy and procedures.

    · Order department office supplies and repeat orders for business stationery products. Organize and maintain the copy center/supplies for the Accounting Group.

    · Coordinate and record temporary access badge for consultants; provide visitor preclearance for guests.

    · Update and edit department organizational charts using Visio.

    · Design PowerPoint presentations.

    Accounting Department Support to include but not limited to:

    · Assist in assembly of monthly, quarterly and annual reports, to include:

    • Prepaid Rent Report,

    • Supplemental Binder Assembly,

    • Tenant Work Order Reconciliations,

    • Lender Financial Reporting Packages,

    • Year-End Tenant Escalation/Recurring Payment Process,

    • Regional and G&A Business Plans.

    · Coordinate Quarterly Tenant Rating Meetings and Complex Lease meetings, prepare meeting minutes and update Rating Binder.

    · Maintain and process the Massachusetts real estate and personal property tax, quarterly.

    · File System

    • Department Records Manager - responsible for ensuring that department records are managed in accordance with the policy and procedures.

    • Organize and archive standardized data files (print out and electronic).

    · Manage completion and receipt of all year-end audit confirmations from various banking institutions.

    · Oversee auditor access to Boston Properties, locate working space for various audits, and facilitate auditor requests.

    · Ad Hoc departmental projects

    Non - Essential Functions:

    · Provide reception backup support at Boston Properties as part of the Administrative Team.

    · Provide administrative backup support to Finance Group Administrative Assistants.

    · As needed, provide backup support for the process of New Vendor Set Up requests in JDEdwards and coordinate vendor address changes and updates.

    · As needed, provide backup support to Lease Administration by filing lease updates. May involve creation of new lease files and file all pertinent paperwork affiliated with each project and/or tenant.

    · As needed, provide backup support for receiving and entering new lease and lease amendment data into Lease Abstract.

    Requirement and Qualification:

    · High School Diploma or equivalent educational certification is required. A BA/BS in business is preferred.

    · Minimum of 1-2 years of administrative assistant support experience and/or business experience.

    · Strong communication, organization, and multi-task management skills.

    · Ability to prioritize a large volume of work.

    · Strong Attention to detail.

    · Ability to produce quality work in a consistent manner.

    · Ability to interact in an articulate, pleasant, courteous and professional manner.

    · Ability to work independently, as well as part of a team.

    · Adaptability to changing demands and priorities.

    · Proficient in Word and Excel; knowledge of PowerPoint and Visio helpful.

    Physical Requirements:

    · Involves work of a general office nature usually performed sitting such as answering the phone and operation of a computer.

    · Involves work of a general office nature usually performed standing such as operation of a photocopier and a fax machine.

    · Involves movement between departments to facilitate workflow.

    · Regularly required lifting items that weigh approximately 15 lbs. - 20 lbs.

    Internal and External Contacts:

    · This position regularly interfaces in both verbal and written form with all levels of professionals (in multiple locations) regarding a wide range of matters. Many matters are of a confidential nature.

    · This position regularly interfaces with external consultants and vendors.

    Reporting Structure:

    · This position supports a Senior Vice President, Chief Accounting Officer, a Vice President of Accounting and Regional Controllers who provide guidance and coordinate, evaluate, and monitor work performance.

    · This position reports directly to the Office Manager, who provides oversight and daily supervision (to include annual performance evaluation and time leave requests).

    equests).

    ID 2019-2300

    Department Accounting

    Type Regular Full Time

    Building City & State Boston, MA

    Standard Hours 40

    Boston Properties is an Equal Opportunity & Affirmative Action Employer.

    Boston Properties is an Affirmative Action and Equal Opportunity Employer. We are committed to fair and impartial treatment in all of our relations with employees, as well as applicants for employment, to recruit, upgrade, train, and promote in all job titles without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.

    Updated 06/17/2019

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