Construction Support Specialist

Responsibilities

• 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.
• 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.
• 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: work of a general office nature usually performed sitting (computer, telephone) and standing (fax, printer, copier); movement between departments to facilitate work.
• Internal and external contacts: interact with public agencies, architects, design professionals, prospective tenants, contractors; 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.

Pay

Salary range: $69,630 - $90,200. BXP offers a competitive total rewards package including base salary and annual discretionary bonus; compensation will be determined