Job Information
Boston Properties Construction Support Specialist in New York, New York
Essential Functions:
Construction
Assist Construction Managers with assembling Master Service Agreement contracts and associated Purchase Orders and Work Authorizations; oversee distribution, track signature status and maintain database of executed contracts.
Assist with compilation, distribution, receipt and leveling of project requests for proposal (RFP’s).
Coordinate with external expediters and construction team to manage building permits and governmental regulatory filings. Includes tracking signatures, processing payments and managing permit status.
Assist Construction Managers in the management of cost control systems including tracking and coding of project expenses, processing all construction related invoices and tenant allowance reimbursements in BXP’s electronic payment system (Nexus). Coordinate with accounting department on payment status and provide updates to vendors, consultants and contractors as required.
Prepare presentation materials for internal and external customers; proposals for tenants and public submission materials for hearings and other federal, state, and local agency reviews. Coordinate preparation of Construction Department materials for periodic department meetings and Regional update meetings.
Update and maintain database of construction project information, department address book, construction portal and templates and verify compliance of COIs/input into database.
Organize and maintain all project files and drawings, both paper and electronic. Partner with Property Management to maintain Plan Rooms throughout the region.
Engage in frequent verbal communications with executive level business partners and tenants.
Administrative
Compose, edit, and type letters, memorandums, and transmittals.
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.
Screen, handle, forward and place telephone calls for team members. Compose accurate and detailed messages.
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, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
Submit requests/order supplies as needed.
Region/Building Specific Functions:
Provide backup coverage to reception as part of the Administrative team.
Assist with special projects; planning and coordinating volunteer, fundraising and team events or other duties as assigned.
Requirements and Qualifications:
High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
Minimum of 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.
Demonstrates ability to determine needs and achieve results without close supervision.
Demonstrates 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 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.
Knowledge of additional software including Angus, CAD, or AutoCAD desirable.
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 to facilitate work.
Internal and External Contacts:
External: As a member of the construction group, the Support Specialist will support communications from the construction group regularly, interacting with representatives of public agencies, architects and design professionals, prospective tenants, and contractors.
Internal: All members of the Boston Properties organization.
Reporting Structure:
Directly supports the Construction Department. The Departmental Vice Presidents provide guidance, coordinate, evaluate and monitor work performance.
This position reports directly to the Department Vice President who provides oversight and supervision (to include leave requests and annual performance evaluations).
Salary Range:
$56,700 - $78,800. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more. Additional details will be provided during the hiring process.
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.