Office Services Support Specialist

BXP, Inc.; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

BXP, Inc. is seeking an experienced Office Services professional in New York, NY to provide administrative support to the Office Manager and help coordinate corporate office operations.

You will handle document preparation, travel arrangements, expense reporting, and effective communication with internal teams and external partners. 2–5 years of admin experience and strong MS Office skills are preferred.

Qualifications

• High school diploma or equivalent required; BA/BS preferred.
• 2–5 years of progressively responsible administrative support experience.
• Excellent organizational and communication skills with attention to detail.
• Ability to manage multiple projects and meet deadlines with minimal supervision.
• Proven ability to work independently and as part of a team.
• Proficiency with Microsoft Office applications and office equipment.

Responsibilities

• Provide administrative support to the Office Manager and coordinate corporate office operations.
• Prepare, edit, and finalize letters, memos, and documents for signatures.
• Manage travel, meetings, and expense reports; arrange catering and venues.
• Maintain filing systems and process mail, invoices, and reimbursements.
• Assist with Board meeting organization and other company meetings.

Skills

Organizational skills

Communication

Analytical skills

MS Office

Time management

Teamwork

Initiative

Project coordination

Education

High school diploma

BA/BS degree preferred

Tools

Microsoft Office

Job description

Primary Purpose of Position:

Provide administrative support to the Office Manager and serve as an Office Services resource in the coordination and execution of the corporate office administrative operations.

Job Description

Primary Purpose of Position: Provide administrative support to the Office Manager and serve as an Office Services resource in the coordination and execution of the corporate office administrative operations.

Essential Functions:

Administrative

• Standard administrative support functions:
• Compose, edit and type letters, memorandums, and transmittals.
• Compile, organize, and accurately finalize documents for signature or other distribution.
• Maintain Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.
• Screen, handle, forward and place telephone calls for team members. Compose accurate and detailed messages.
• Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings.
• Arrange team travel including air, hotel, car rental and meeting attendance, as required.
• Organize and submit expense reports; input and approve eTime for self/team as requested.
• Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team
• Sort, open, deliver or process incoming and outgoing mail, packages and internal correspondence.
• Arrange for courier or overnight services.
• Operate office equipment such copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
• Submit requests/order supplies as needed.

Office Services and Support

• Create spreadsheets for project coordination.
• Assist with Board Meeting organization, and other BXP meetings.

Region/Building Specific Functions:

• Provide relief to the Receptionist(s) as part of the Office Services team.
• Cover duties of Mailroom Coordinator when absent.
• Special projects or assignments as requested by departmental staff.
• Provide assistance to CEO’s EA, VP of Joint Ventures, and Marketing Department.
• Perform other duties as assigned by the Office Manager.

Requirements and Qualifications:

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required.
• Related business/industry experience desirable.
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated ability to take initiative and lead projects.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners.
• Ability to work under pressure and within time constraints.
• Superior verbal and written communication skills.
• Excellent analytical skills.
• Excellent attention to detail.
• Ability to work independently and also as part of a team.
• Exhibit and champion excellence in work and willingness to embrace change.
• Flexibility with work schedule to include working overtime on a periodic basis.
• Proficiency with Microsoft Office Applications.

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.

Internal and External Contacts:

• This position regularly interfaces in both verbal and written form with all levels of BXP employees (in multiple locations) regarding a wide range of matters. Many matters are of a confidential nature. This position regularly interfaces with external consultants and vendors.

Reporting Structure:

• This position reports directly to the Office Manager who provides guidance and coordinates, evaluates, and monitors work performance.

Salary Range:

$69,630 - $90,200. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more. Additional details will be provided during the hiring process. BXP is an Equal Opportunity Employer encouraging diversity in the workplace.All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic