Construction Support Specialist

Boston Properties · San Francisco

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Essential Functions:

Construction

• Organize and maintain all project files and drawings, both paper and electronic.  
• Update and maintain Construction Department building standards, rules and regulations, preferred vendor lists, etc. and distribute accordingly. 
• Update and maintain agreements and contracts; track and communicate signature status.
• Timely and accurately facilitate contract preparation, execution and distribution.
• Timely and accurately code invoices, follow up with vendors for invoice corrections as directed by Construction Managers, and communicate deadlines to the Construction Department. 
• Serve as the point person for Certificate of Insurance (COI) and ensure all vendors are in current system. 
• Engage in frequent verbal and written communications with executive level business partners and tenants, representing the Company in a highly professional manner.
• Prepare presentation materials and coordinate the preparation of Construction Department materials for periodic department and Regional meetings.
• Review and approve Contractor access requests for correct building and project information, confirm approval for access to other tenant spaces, and timely distribute to appropriate departments. 
• Assist in the preparation of department proposals, Requests for Proposals (external), contracts, and notices.

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. 
• Schedule conference rooms and arrange catering and all details for meetings.
• File and submit expense reports.
• Manage invoices, billing, expenses, credit card statements and employee reimbursements for the Construction Department. 
• Pick up, sort, open, deliver or process, incoming and outgoing mail, packages, and internal correspondence.
• Arrange for courier or overnight services.
• Operate office equipment such as copiers/scanners/plotters, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
• Submit requests/order supplies as needed.

Region/Building Specific Functions:

• Provide relief to the Receptionist(s) as part of the Administrative team.
• Special projects or assignments as requested by departmental staff.
• Perform other duties as assigned by Manager.

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, Nexus, and Procore 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 Department, the Support Specialist will support communications regularly, interacting with representatives of public agencies, architects and design professionals, prospective tenants, and contractors.
• Internal:  All members of the BXP organization.

Reporting Structure:

• Directly supports the Construction Department and reports to the Construction Department Head who provides guidance, coordinates, evaluates, and monitors work performance.

Salary Range:

$69,630 - $90,200. 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.

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