Boston Properties Limited Administrative Assistant, Property Accounting in Boston, Massachusetts
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.
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.
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
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.
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.
Type Regular Full Time
Building City & State Boston, MA
Standard Hours 40
Boston Properties is an Equal Opportunity & Affirmative Action Employer.