• Office Manager

    Boston Properties LimitedWashington, DC 20044

    Job #815256210

  • Job Description

    OFFICE MANAGER

    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.

    Essential Functions

    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

    Staff Management:

    • 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

    Non-Essential Functions:

    • 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

    Physical Requirements:

    • 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.

    Reporting Structure:

    • This position reports directly to the Executive Vice President, Washington D.C. Region, who provides daily supervision and guidance, and coordinates, evaluates, and monitors work performance on a periodic basis.

    ID 2019-2221

    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.

    Updated 06/17/2019

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