Reporting to the Executive Vice President, Washington D.C. Region, the Office Manager is responsible for directing the office service operations for the Washington Regional Office. In partnership with the regional department heads, the Office Manager manages and provides guidance to a large staff of administrative assistants and office services employees. This position also provides high-level administrative and project support to the Executive Vice President.
Office Services Operations:
Oversee and direct facilities management (vendors, supplies, services)
Initiate, analyze, and negotiate contracts related to office equipment, supplies or services
Develop and communicate procedures to improve productivity, efficiency and cost effectiveness
Prepare annual budget for offices services and other administrative areas; work with A/P and Corporate staff to maintain accurate budget projections
Review and approve invoices for office services, supplies and equipment
Oversee regional corporate donations budget, provide budget reporting as appropriate
Coordinate office social functions (holiday party, retirement, celebratory events)
Liaison between building management and employees for tenancy issues (emergency evacuation, security)
Oversee Corporate Records Retention for DC office; work with corporate for annual document destruction
Compile annual Personal Property Tax report for Regional office
Maintain Regional Office Business Continuity Plan
Serve as point of contact for Washington and other Regions on matters related to general office management, local HR, payroll and other procedural questions
Liaison and coordination with Office Managers in other regions (Corporate, Boston, New York, San Francisco) on companywide initiatives and consistent best practices
Supervise, motivate and train administrative staff (receptionist (one full-time) and administrative assistants (ten full-time), including performance evaluation and recommendation regarding compensation/employment actions as appropriate
Oversee accounts payable function (one full-time), provide direction or intercede where necessary to resolve issues or problems
Liaison between staff and department heads to address coordination of workflow and performance expectations
Ensure continuation of administrative support and workflow in the absence of administrative staff members, including temporary staff
Oversee and approve weekly eTime timesheets and related payroll records. Respond to policy and procedural questions, edits, corrections, resolve with manager, employee and Payroll
Assist with recordkeeping and other requirements of federal and state laws as they relate to compensation, benefits, etc.
Assist corporate HR office with voluntary and involuntary terminations as needed
Executive Support to EVP, Washington Region:
Manage and maintain EVP's schedule, appointments and travel arrangements
Monitor, screen, respond to and/or distribute incoming communications; both telephone and mail
Create, format, and edit correspondence, communications, presentations and other documents with minimal direction
File and retrieve documents and reference materials
Complete EVP expense reports and credit card reconciliation
Compile Regional Board reporting materials for quarterly Board of Directors report
Perform additional duties as assigned
Writing, editing, formatting of correspondence, forms and reports as required
Special projects and assignments as determined by the Executive Vice President - Regional Manager
Requirements and Qualifications:
High school diploma or equivalent educational certification required, BA/BS degree strongly preferred
10+ years of experience working in a large office environment
3+ years of prior experience managing a large staff of direct reports (8+ employees)
Familiarity with office procedures and equipment; copiers, printers, postage machine
Strong oral and written communication skills.
Strong knowledge of computer programs; Microsoft Outlook, Word, PowerPoint, Excel
Strong communication, organization, and multi-task management skills
Ability to carry out appropriate follow-up independently and with sound judgment
Ability to organize and coordinate work efficiently, set priorities, and motivate others
Analytical, detail-oriented, flexible, and decisive
Ability to work under pressure and cope with deadlines
Ability to work with individuals as well as a commitment to organizational goals
Involves work of a general office nature usually performed sitting such as answering the phone and operations of a computer
Involves work of a general nature usually performed standing such as operation of a fax, printer and copier machine.
Involves movement between departments to facilitate workflow
May be required to occasionally lift 10-15 lbs.
Internal and External Contacts:
This position interacts extensively with all levels of employees including Executive and Senior Management and maintains contacts within all departments in Washington Regional Office and within various departments in Corporate and other Regional offices.
External contacts with contractors, vendors, tenants, industry contacts.
Department Administrative 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.