Office Operations

3 weeks ago


Burlington, United States Boston Hire Full time

Real Estate Development firm is seeking an Office & Events Administrator for a large, luxury commercial community. Ideal candidate has strong administrative, client service and event planning skills as well as a desire to grow their career in commercial property management.


Responsibilities:

  • Assist Property Management staff to ensure that members of the building management team are responsive to tenants and ownership and work to establish and maintain close relationships with all.
  • Assist with the management/administrative demands of the building management office, including but not limited to, lease administration, reporting, filing, building access cards, organizing and maintaining the office and kitchen supply inventory.
  • Maintain and update tenant emergency contacts and email tenant notifications including disaster recovery platform annually.
  • For new tenants, circulate the welcome email, order the tenant gift and manage signage needs for lobby directory and office entry door suite numbers.
  • Assist Property Management in circulating the year-end CAM and RETX reconciliations to the Tenants in a timely and accurate manner
  • Create and track all tenant bill backs for all properties.
  • Organize property operation meetings, tenant meetings, tenant emergency response training and document all meetings minutes.
  • Provide prompt response to Tenant questions, including maintenance complaints, etc. and keep Property Management informed of service issues.
  • Support Property Management in the logistics and execution of Tenant events and holiday gifts
  • Review Tenant aging reports, coordinate with Property Management on collection status and alert Senior Property Manager of any possible default situations.
  • Code and submit vendor invoices to Accounts Payable system.
  • Manage Certificate of Insurance (COI) database for Tenants, Vendors, and others performing work on site and ensure that COIs are current and limits meet building requirements.
  • Manage vendor contract database and ensure that service contracts are current. Collect new vendor information including COIs, W-9’s and budget pricing.
  • Monitor and maintain building work order system for updated information.
  • Monitor the Open/Closed tenant holiday schedules and report schedule to Property Management, Cleaning and Security team.
  • Assist Fitness Center Manager with organizing Lunch and Learn Sessions as well as other fitness related tenant events, including The District Softball team.
  • Work with the D Hive food operator in circulating the weekly menu and in organizing special perk events for tenants.
  • Maintain the monthly stacking plans ensuring that all tenant lease information is updated.
  • Assist Property Management in furthering the ESG and sustainability efforts.



What You Bring to Us:

  • 1 – 3 years of experience
  • Bachelor’s degree preferred
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
  • Self-motivated, independent individual desired
  • Client service-oriented attitude
  • Outstanding communication skills, both written and verbal
  • Desire to pursue a career in commercial real estate industry
  • Working knowledge in the field of property management and/or real estate preferred
  • Experience in Angus and Yardi a plus


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