Senior Administrative Assistant

4 weeks ago

Waltham, United States Factory Mutual Insurance Company Full time
Overview

Hobbs Brook Real Estate LLC is an innovative commercial real estate leader with a portfolio of forward-thinking, sustainable properties in the United States and Singapore. Shaping the market since 1952, the company acquires, develops, manages, and serves as a valued partner to a variety of stakeholders. Hobbs Brook Real Estate (HBRE) brings unique property visions to life with a commitment to improving both the environment and the community. For additional information, please visit www.hobbsbrook.com. HBRE is the real estate division of FM Global.

Responsibilities

This is a full-time on-site role (5 days a week). Schedule options are 8:30 AM - 5 PM or 9 AM - 5:30 PM.

This position supports the property management and facilities team in the administrative execution of daily operations and maintenance work for a portfolio of Class A multi and single tenanted office and laboratory commercial investment assets. Provides a Class A+ level of service to tenants and internal and external stakeholders. Acts as a lead point-person and ambassador for tenant requests.

  • Handles miscellaneous tenant and vendor correspondence, schedules meetings, prepares meeting agendas and coordinate multiple general organizational tasks as needed.
  • Daily work in Building Engines tenant work order system assigning work and following up with tenants on completion of work and weekly, monthly reporting as needed.
  • Acquires, maintains, and administers vendor and tenant certificates of insurance (COI) program and tracking in worksheet and/or software.
  • Works in Yardi to facilitate or process invoices, purchase orders (POs), Jobs and Contracts for review and approval by others daily and on a timely basis. Follows up with vendors as needed to correct invoices or gain additional information for processing.
  • Issues pre-qualification package to prospective vendors and follows up with vendors to help expedite turnaround. Answers vendor questions and responds to other inquiries as they arise. Reviews data received for thoroughness and completion and once all is in hand, submits to Environmental Health & Safety (EH&S) for review. Consults with EH&S on results and reports back to requestor.
  • Coordinates shared tenant conference center duties as needed. Works with tenants to book events, coordinate room set-ups, facilitate access to the space, and communicate special requests to cleaning staff and catering. Monitors and facilitate repairs for AV equipment.
  • Working with property management, engineering, accounting and legal departments, this role generates, drafts and issues Master Service Agreements (MSA), sends to vendors, tracks signed/returned documents, acquires internal signatures through to completion. Logs, tracks and manages all information on Contract Summary worksheet to ensure contracts and pre-qualifications are active and current. Notifies the team of upcoming expirations and with direction, acquires renewal pricing for internal review.
  • Performs other miscellaneous property management duties and assists teammates in their project work as needed from time to time.
Qualifications
  • Minimum of Associates Degree; Bachelors degree in a related field preferred
  • One year of experience in administrative support roll in an organization with similar duties and activities.
  • Position requires a highly motivated individual with strong initiative, can multi-task and has the ability to collaborate and influence across various internal teams as well as with tenants and vendors.
  • Must be proficient in MS Office products and other administrative type software. Prior work in Yardi, MRI or other accounting software preferred.

The hiring range for this position is $26.63-$33.32 USD per hour. The final salary offer will vary based on individual education, skills, and experience. The position is eligible to participate in FM Global's comprehensive Total Rewards program that includes an incentive plan, generous health and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances and much more. HBRE is an Equal Opportunity Employer and is committed to attracting, developing and retaining a diverse workforce.

#HBRE #LI-JM1

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