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Administrative Services Coordinator

- 4332

- US-MA-Boston

- Administrative / Clerical

- 177 Milk Street


Overview

Related Beal is a fully integrated real estate firm focused on development and investment opportunities in Boston and the surrounding region. Related Beal leverages a national real estate platform with expertise across all asset classes and storied local experience in life sciences, commercial and residential development, property management and real estate investments. Related Beal has developed, and is undertaking the development of, some of the most recognized buildings in the area including The Clarendon and One Back Bay, 100 Arlington, Converse World Headquarters, 131 Beverly Street, 101 Beverly Street, Congress Square and the Quinzani Bakery site in the South End.  Related Beal has also expanded its platform to include the pursuit of affordable housing opportunities.

 

Related Companies is an Equal Opportunity Employer.

Responsibilities

Related Beal is looking to hire an Administrative Services Coordinator.   This is a hybrid role that requires strong customer service, administrative and project management skillsets.

 

Customer Service Responsibilities:  

  • Manage Reception Desk
  • Welcome, greet, and direct guests with a smile and in a professional manner
  • Answer and direct calls
  • Notify employees when their guests have arrived
  • Coordinate guest arrivals, assisting with coats, umbrellas and personal items, offering storage if needed, and escort to designated conference room/meeting location
  • Manage Conference Rooms
  • Manage schedule for 7 conference rooms, reserve conference rooms by request, resolve any reservation conflicts
  • Maintain conference rooms upkeep, keep refrigerators and all supplies stock stocked on daily basis and check throughout each day, set up PowerPoints in advance of meetings
  • Execute all catering ordering and set up for meetings; inform team of food deliveries
  • Manage Office Supplies For 2 Copy Rooms
  • Create office supply inventory system for the standard office supplies used on both 2nd and 7th floors, including minimum quantities for each, weekly or biweekly quantity reorders based on need, budget determination and adherence
  • Maintain office supplies in orderly fashion in storage cabinets, ensuring labeled, well stocked, and accessible to team
  • Maintain the 2 copy rooms’ upkeep on daily basis, as well as ensure printers, postage machine, electric staplers, shredding machines and binding machine are operating seamlessly. Manage schedule for equipment maintenance service
  • Manage Kitchen Supplies For 2 Kitchens
  • Create kitchen supply inventory system for the standard kitchen supplies and food/beverage items used on both 2nd and 7th floors, including minimum quantities for each, weekly or biweekly quantity reorders based on need, budget determination and adherence
  • Maintain kitchen supplies on daily basis and in orderly fashion in refrigerators, storage cabinets and on counters, ensuring labeled, well stocked, and accessible to team
  • Maintain the 2 kitchens upkeep and cleanliness on daily basis, ensuring refrigerators, coffee machines, toasters, and water bubblers are operating seamlessly; fill and run dishwashers nightly. Manage schedule for equipment maintenance service
  • Liaison between building management and building tenants of 177 Milk Street building
  • Oversee all incoming and outgoing mail, as well as courier service

 

Administrative Responsibilities:  

  • Assist the President with:
  • Screen phone calls for the President, announce each caller and maintain a daily call log and the necessary follow up
  • Maintain President’s office on a daily basis, ensuring supplies stocked, outbox items are distributed, and computer, printer and phone are operating seamlessly
  • Assist members of the management team with various tasks, including:
  • Calendar management – scheduling internal and external meetings, calendar updates and meeting confirmations
  • Assist with the synthesis of internal and external meeting prep, including action items follow up in advance of meetings
  • Prepare monthly expense reports and liaise with Finance to resolve any issues
  • Maintain accurate office filings, electronic libraries and contacts database
  • Letter creation and formatting, data entry, filing, scanning
  • Other projects as assigned

 

Project Management Responsibilities:  

  • Assist with planning, coordination of firm events of all sizes, as well as communication to employees and outside guests
  • Assist with new hire office and desk set ups
  • Manage Employee Phone List, ensure employee information is up to date
  • Assistance with the creation and editing of PowerPoint presentations, the maintenance of the firm’s website, and research projects
  • Manage building key fob system for Related Beal employees and 177 Milk Street tenants
  • Manage office safety supplies, as well as safety/compliance postings are most current
  • Administer surveys, utilizing Survey Monkey

Qualifications

  • 4 year undergraduate degree preferred
  • 2-3 years previous experience in a corporate reception or office environment
  • Excellent computer skills, including Word, Excel, PowerPoint and Outlook
  • Reliable
  • Strong organizational and time management skills
  • Complaint handling – able to resolve problems as they arise in an appropriate manner
  • High level of attention to detail
  • Proactive and understand priorities
  • Strong verbal and communication skills
  • Excellent professional demeanor with the ability to work with a wide range of administration levels and management
  • Ability to multi-task and shift direction easily
  • Team player and self-starter
  • Enthusiastic willingness to be present as the face and voice of Related Beal

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