Job Information
Boston Properties Accounting/Financial Reporting Support Specialist in Boston, Massachusetts
Primary Purpose of Position:
Support the SVP, CAO; VP, Corporate Controller;, VP, Financial Reporting, the Regional Controllers and Property Accountants; as well as other members of the team.
Essential Functions:
Administrative
Standard administrative support functions:
Compose, edit and type letters, and memorandums
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.
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.
Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team
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.
Accounting / Financial Reporting Department Support
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.
Corporate controls binder.
Coordinate Quarterly Tenant Rating Meetings and Complex Lease meetings, prepare meeting minutes and update Rating Binder.
Assist with real estate and personal property tax bills and returns.
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.
Provide administrative backup support to Finance Group Administrative Support Analysts.
General:
Special projects or assignments as requested by departmental staff.
Provide backup support to log receipt of executed agreements including new Leases, Amendments and Subleases into Lease Tracking. Perform other duties as assigned .
Requirements and Qualifications:
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 also 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.
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 the Senior Vice President, Chief Accounting Officer, Vice President of Corporate Controller, Vice President, Financial Reporting and Regional Controllers who provide guidance and coordinate, evaluate, and monitor work performance.
This position reports directly to the Vice President, Financial Reporting, who provides oversight and daily supervision (to include annual performance evaluation and time leave requests).
BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment 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.
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.