Administrative Assistant
Administrative Assistant
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Job Description
Overview:
Under the direction of the Deputy Director of R.E. Operations and Administration the Administrative Assistant will ensure the departments projects are successful by managing finances policy compliance office coordination and reporting. They will collaborate closely with the Operations Capital Construction Disposition and Leasing teams as well as the Finance department external vendors and other stakeholders. Position additionally offers opportunities to take ownership of special projects and process improvements.
Responsibilities:
- Coordinator with Finance and Legal Divisions for Procurement and Acquisition needs including the preparation and processing of purchase requisitions purchase orders requests for services proposals contracts amendments and all other documentation as it relates to successfully executing the procurement function for the Division.
- Coordinate with Human Resources to manage Real Estate Division staff payroll and timekeeping initial stages of the interview processes facilitate the phone screenings direct the scheduling of interviews and communicate outcomes to the hiring team when necessary.
- Coordinate and review all financial aspects of the Real Estate Operations and Administration Teams including budget and invoice database systems.
- Provide highquality customer service and maintain effective working relationships with tenants vendors consultants other Planning Department divisions and other stakeholders including callers and visitors to the Real Estate office.
- Develop and record Standard Operation Procedures for BPDA properties to improve workflow and enhance operational efficiency.
- Perform other duties as required.
Minimum Entrance Qualifications:
- A minimum of one to two 12 or more years of related experience in administration and/or the public sector is required.
- Completion of a bachelors degree or equivalent is preferred.
- Strong Project Management Skills including managing multiple priorities simultaneously.
- Team player with enthusiasm for the Planning Departments mission.
- Detailoriented and strong communicator including written communication skills.
- Working knowledge of workplace technologies (e.g. workforce collaboration financial management platforms).
BOSTON RESIDENCY REQUIRED
Terms:
Union/Salary Plan/Grade: NonUnion/$66000 $91000
Hours per week: 35
Employment Type
Full-Time
