Boston Properties Limited Administrative Assistant, Property Accounting in Boston, Massachusetts

Job Description

Administrative Assistant (Property Accounting)

Primary Purpose of Position:

Assist the SVP, CAO; VP, Property Accounting; the Regional Controllers and the Property Accountants; as well as other members of the team.

Essential Functions:

General Office Duties to include but not limited to:

  • Organization of copying, filing, scanning, typing, answering phones and coordinating mail.

  • Type correspondence, internal and external memos and reports (including handling of company confidential information).

  • Maintain agenda, appointments and business contacts through Microsoft Outlook.

  • Coordinate communications between internal and external clients to include Visitor Pre-Clearance.

  • Monitor, approve and sign off on weekly timesheets for the Department.

  • Schedule/coordinate business meetings, workshops, conferences, catering, and corporate travel.

  • Process check requisitions, expense reports, other interoffice forms.

  • Maintain department Portal calendar to communicate quarter close key due dates.

  • Manage the department portal page updates to include accounting policy and procedures.

  • Order department office supplies and repeat orders for business stationery products. Organize and maintain the copy center/supplies for the Accounting Group.

  • Monitor and order reporting materials including report covers, indexes, and wire loops for the Corporate Office.

  • Coordinate and record temporary access badge for consultants; provide visitor preclearance for guests.

  • Update and edit department organizational charts using Visio.

  • Design PowerPoint presentations.

Accounting Department Support to include but not limited to:

  • Assist in assembly of monthly, quarterly and annual reports, to include:

  • Prepaid Rent Report,

  • Supplemental Binder Assembly,

  • Tenant Work Order Reconciliations,

  • Lender Financial Reporting Packages,

  • Year-End Tenant Escalation/Recurring Payment Process,

  • Regional and G&A Business Plans.

  • Coordinate Quarterly Tenant Rating Meetings and Complex Lease meetings, prepare meeting minutes and update Rating Binder.

  • Assist Lease Administration by filing lease updates routinely. Create new lease files, as needed; file all pertinent paperwork affiliated with each project and/or tenant.

  • Receive and enter new lease and lease amendment data into Lease Abstract. Maintain and process the Massachusetts real estate and personal property tax, quarterly.

  • File System

  • Department Records Manager – responsible for ensuring that department records are managed in accordance with the policy and procedures.

  • Organize and archive standardized data files (print out and electronic).

  • Manage completion and receipt of all year-end audit confirmations from various banking institutions.

  • Oversee auditor access to Boston Properties, locate working space for various audits, and facilitate auditor requests.

  • Process New Vendor Set Up requests in JDEdwards and coordinate vendor address changes and updates.

  • Ad Hoc departmental projects

Non-Essential Functions:

  • Provide reception backup support at Boston Properties as part of the Administrative Team.

  • Provide administrative backup support to Finance Group Administrative Assistants.

Requirements and Qualifications:

  • High School Diploma or equivalent educational certification is required. A BA/BS is preferred.

  • Minimum of 1-2 years of administrative assistant support experience and/or business experience.

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

  • Ability to prioritize a large volume of work.

  • Attention to detail.

  • Ability to produce quality work in a consistent manner.

  • Ability to interact in an articulate, pleasant, courteous and professional manner.

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

  • Adaptability to changing demands and priorities.

  • Proficient in Word and Excel; knowledge of PowerPoint and Visio helpful.

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 a fax machine.

  • Involves movement between departments to facilitate workflow.

  • Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs.

ID 2018-2110

Department Accounting

Type Regular Full Time

Building City & State Boston, MA

Standard Hours 40

Boston Properties is an Equal Opportunity & Affirmative Action Employer.