• Administrative Assistant, Property Management

    Boston Properties LimitedWashington, DC 20044

    Job #922523105

  • Job Description

    Administrative Assistant

    (Property Management)

    Primary Purpose of Position:

    Provide administrative support to the Vice President - Engineering, Regional Engineers, and Chief Engineer

    Essential Functions:

    • Provide administrative support to include:

    • Compose, edit and type emails, letters, spreadsheets, memorandums, faxes and transmittals.

    • Compile, organize, and accurately finalize documents for signature or other distribution.

    • Organize and maintain files, file plans and project directories.

    • Organize and maintain address book and electronic shared files.

    • Screen, handle and place telephone calls for staff.

    • Schedule appointments, track project schedules and maintain calendars.

    • Schedule conference rooms for meetings.

    • Arrange for meals for meetings.

    • Arrange staff travel including air, hotel, car rental and meeting attendance, as required.

    • Organize and submit expense reports.

    • Sort, open, deliver or process incoming mail, packages or internal correspondence.

    • Arrange for courier or overnight services.

    • Operate office equipment such as facsimile machines, photocopiers, telephones with voice mail capabilities, blue-print copier, color copier.

    • Submit requests for supplies.

    • Prepare Preventative Maintenance information including codes, procedures and spreadsheets.

    • Gather information from single or multiple sources for use in engineering analysis and reporting.

    • Assist in the management of educational training programs for engineering staff.

    • Manage the Engineering "Standard Operating Procedures" Manual.

    • Assist in the management of the Engineering Safety Program.

    • Assist in the upkeep and management of the Property Management shared folders.

    • Complete Engineering Audit Reports.

    • Transcribe drawing review comments into Bluebeam or Excel.

    • Manage service contracts and complete Agreements to Provide Services contracts for signature.

    • Summarize drawing review notes.

    • Act as liaison between Vice President - Engineering and engineering staff.

    • Provide support to the applicable engineering hiring manager.

    • Special projects or assignments as requested.

    Non-Essential Functions:

    • Provide relief to the Receptionist as part of the Administrative team.

    • Perform other duties as assigned by the Office Manager.

    Requirements and Qualifications:

    • High school diploma or equivalent educational certification required.

    • BA/BS preferred.

    • A minimum of 3-5 years of progressively responsible secretarial or administrative support experience required. Experience in the construction or engineering fields is preferred.

    • Ability to produce quality work in a consistent manner.

    • Ability to produce the quantity of work necessary to timely complete assigned tasks.

    • Ability to interact with co-workers, contractors, tenants or vendors in an articulate, pleasant, courteous and business-like manner at all times.

    • Ability to work under pressure and to multi-task.

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

    • Adaptability to changing demands.

    • Attention to detail.

    • Effective problem solving skills.

    • Flexibility to work beyond the regular work schedule.

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

    • Proficiency with Microsoft Word, Excel, Outlook.

    • Intermediate to advanced computer skills.

    Physical Requirements:

    • Involves work of a general office nature usually performed sitting such as operation of a computer and telephone.

    • Involves work of a general office nature usually performed standing such as operation of a fax, printer and copier machine.

    • Involves movement between departments and sometimes office building floors to facilitate work.

    Internal and External Contacts:

    • Internal contact with all departments in Washington regional office, various departments in the Corporate office, and with all property management locations in the Washington

    • External contact with contractors and vendors.

    Reporting Structure:

    • This position reports directly to the Office Manager who provides oversight and supervision (to include annual performance evaluations).

    • This position receives work assignments from the VP of Engineering, Engineering Manager, and Chief Engineer.

    ID 2019-2322

    Department Property Management

    Type Regular Full Time

    Building City & State Washington, DC

    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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