Office Services Support Specialist

Primary Purpose of Position:
Provide administrative support and serve as an Office Services resource.

Essential Functions:

Administrative

• Standard Administrative Support Functions
  • 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 telephones calls for team members. Compose accurate and detailed messages.
  • Schedule conference rooms and arrange catering and all details for meetings; update Angus with guest/visitors for all meetings.
  • Arrange team travel including air, hotel, care 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 representation equipment and telephones with voice mail capabilities.
  • Submit requests/order supplies as needed.

Office Services and Support

• Coordinate the facilities logistics for set up for new employees and separating employees as well as all moves. 

• Submit and approve facilities work orders. Follow open work orders through to completion.  Escalate issues when necessary. Review work orders and billing for accuracy and activity.

• Inventory office supplies in main copy centers, ensure sufficient supplies (to include stationery products and kitchen supplies) and coordinate supplies purchases. 

• Oversee service and maintenance of the office equipment.  Assist with coordination of service calls with the vendors, coordinate monthly meter reads for office copiers, provide usage data and report service issues and assist in resolution of issues.

• Edit and maintain all department lists, floor plans and reference material (to include department operational manuals, new hire paperwork, recruiting and new hire packets, facilities orientation material and other related documents). 

• Process all incoming supply orders for accuracy and completeness and reconcile invoices with shipment and process invoices for payment. 

• Handle all requests for printing and stationery.

• Handle all requests for property management assistance or with facility or space issues.

• Organize and maintain project files including file plans and project directories. 

•  Maintain up-to-date inventory of items in storage space. Search inventory of stored items or assist other staff in doing so as needed. Arrange for delivery and retrieval of stored items as requested. 

• Organize monthly regional staff meetings, including verifying calendar availability for senior staff, notifying regional staff and preparing meeting agendas.

• Provide support for regional training, dissemination of information or communications from Regional or Corporate office.

• Organize and assist with office parties, luncheons, and other regional events.

• With the direction of the Regional Manager, provide assistance to other departments in the absence of the assigned administrative staff, or as requested.

Requirement and Qualifications:

• High school diploma or equivalent educational required.  Bachelor’s degree preferred.

• A minimum of 2-5 years of progressively responsible administrative support experience required.

• Ability to produce quality work in a consistent manner.

• Ability to produce the quantity of work necessary to timely complete assigned tasks.

• Ability to interact with co-workers, contractors, tenants or vendors in an articulate, pleasant, courteous and business-like manner at all times.

• Ability to work under pressure.

• Ability to work independently, as well as part of a team.

• Adaptability to changing demands.

• Attention to detail.

• Effective problem solving skills.

• Flexibility to work beyond the regular work schedule.

• Strong communication, organization and multi-task management skills.

• Proficiency with Microsoft Office applications.

• Intermediate computer skills.

   

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 fax machine.
• Involve movement between departments to facilitate workflow.

Internal and External Contacts

• Involves work of a general office nature usually performed sitting such as operation of a computer and telephone, fax, printer and copier machine.

• Involves movement between departments to facilitate work.

• Lifting is necessary and generally requires lifting and/or moving items that may weigh up to 30 pounds.

Reporting Structure:

• Reports directly to the Regional Manager and may receive work assignments from the Regional Manager and others as directed.

Salary Range:

$63,300 - $82,000.  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. Qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.