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Administrative and Office Coordinator

2 months ago

Boston, Massachusetts, United States Davis Full time
About Davis

Davis is a vertically integrated real estate investment, development, and management firm that leverages five decades of experience, the strength of its leadership team and employees, and a diversified portfolio to deliver maximum value for its investors and tenants.

Job Summary

We are seeking a highly skilled and detail-oriented Administrative and Office Coordinator to join our team at Davis. As the first point of contact for our guests, you will be responsible for providing exceptional customer service, managing office operations, and supporting our team members.

Key Responsibilities
  • Front Desk Operations
    • Greets guests in a professional, friendly, and hospitable manner.
    • Directs guests and answers their questions, notifying staff of visitor arrivals.
    • Answers, screens, and routes incoming telephone inquiries with professional telephone etiquette.
  • Office Management
    • Establishes working relationships and serves as a point of contact with Davis's third-party vendors.
    • Adds visitor names to the Tishman Building Guest List.
    • Updates the Emergency Contact List.
    • Manages and updates the phone message system to include office hours, closings, and holiday hours.
  • Administrative Support
    • Coordinates headshots of new hires to order access cards/replacement cards through Tishman.
    • Daily mail distribution to the proper recipients.
    • Opens and closes the office on a daily basis, including filling water in conference rooms, setting up glasses, filling secondary ice bins in freezers, loading and unloading dishwashers, setting up speakers in South End Conference Rooms, and other duties as assigned by the Office Manager.
    • Consistently maintains a safe, clean, and pleasant appearance of the reception area, conference rooms, and all common areas in the office.
  • Special Projects
    • Assists Executive Assistants in coordinating meetings and catering for investors and guests.
    • Prepares and cleans up office lunches for meetings as directed.
    • Creates inventory systems to manage, budget, and replenish office and kitchen supplies.
    • Assists with the maintenance of office equipment, including copiers, fax machines, printers, and postage machines.
    • Re-supplies kitchen items throughout the day, as needed.
    • Enters service requests with Tishman Speyer and follows up on progress through completion of tasks.
    • Accepts and signs for packages and distributes mail, including forwarding mail to Property Managers via Optima or Fly Over the City.
    • Manages the scheduling for multiple conference rooms.
    • Scans invoices to Property Managers upon request.
    • Manages the Toner Recycling Program.
    • Orders business cards.
    • Assists with event coordination for the Director of People and Culture.
    • Manages the expense report for the Director of Marketing and Director of People and Culture.
    • Binds presentation materials.
    • Assists with special projects.
    Requirements
    • Education
      • Possesses an associate degree, preferred but not required.
    • Experience
      • 1-2+ years of related work experience required.
    • Skills
      • Excellent verbal and written communication skills.
      • Ability to identify areas of process improvement and the initiative to implement change.
      • Stellar phone etiquette.
      • Detail-oriented, strong organizational, and multitasking skills.
      • Ability to work under pressure in a fast-paced environment, with minimum supervision.
      • Problem-solving mindset.
      • Technology skills - knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
      • Ability to professionally interact with onsite staff and management.
      • Timeliness, dependability, and ability to deal effectively with many and varied visitor needs are essential.
      • Highly professional with strong interpersonal skills.
      • Able to work effectively with others and be a team player.
      • Flexible and adaptable in a changing environment.
      • Dependable and reliable Monday-Friday to open and close our office.
    Compensation and Benefits

Compensation will include a competitive base salary and bonus, and an attractive benefits package.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age (40 or older), marital status, sexual orientation, gender identity/expression, citizenship, real or perceived disability or handicap, genetic predisposition, veteran status, and/or any other protected category in accordance with applicable federal, state, or local laws.