Administrative Associate III - Real Estate (hybrid)
Boston Children's Hospital
Location: Boston, Massachusetts
Internal Number: 66821BR
Job Summary Hybrid position (2-3 days in office per week)
The Administrative Associate III will be responsible for:
Assists Sr. Asset Manager and Sr. Director with projects and preparation of complex reports and documents associated with the Hospital's real estate holdings including both leased and owned office, retail, research and clinical properties.
Administer contractual agreements. Maintain lease admin files such as current insurance certificates and retail sales reporting.
Answers, screens and routes calls and greets and directs visitors and staff. Provides information within scope of knowledge and authority. Receives, screens and drafts responses to correspondence.
Assist in the preparation of tenant billings according to lease terms for base rent, common area maintenance charges (CAM), real estate taxes, utilities, bill backs and collections/cash receipts
Assist in the preparation of annual operating and capital budgets for all properties, tenants, and leased locations. Process all payments and invoices for the real estate department and perform account reconciliation under the direction of the Sr. Asset Manager and Sr. Director
Perform due diligence tasks associated with owned and leased property
Track and maintain utility invoices and payments
Manage badge clearance for Associated Personnel in owned and leased spaces
Assist with processing, entering, and tracking work orders
Will serve as the main contact for communications between real estate and finance
Schedules appointments and meetings and maintains calendars for supervisor(s). Reserves meeting locations, orders supplies and equipment and prepares agenda. Prepares travel arrangements. Assists in organizing and scheduling conferences, seminars and other programs or events
Maintains departmental files, records and databases. Enters information from source documents into databases and/or spreadsheets, compiling, printing and distributing reports, mailing labels and other information
Monitors and maintains office equipment and supply inventory. Reorders office supplies and requests equipment repair services. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies
Plans, prioritizes and delegates work assignments and monitors performance, providing feedback and guidance as needed. Serves as a resource on departmental policies and procedures and provides assistance in resolving administrative issues. Trains and orients new personnel
Ability to communicate effectively and persuasively both orally and in writing including assigning and distributing work and work product, developing and enforcing policies and procedures and landlord and tenant correspondence.
To qualify, you must have:
Work requires a high school diploma or GED. An Associate's or Bachelor's degree in Business Administration, Accounting, or Finance or a closely related field is strongly preferred.
Minimum one year of administrative experience required.
Work requires an in depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to his/her functions and services.
Work requires initiative in improving operations within area/department, and the ability to assists in implementing changes.
Work requires the ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.
Commercial or retail Real Estate experience preferred.
BCH offers competitive compensation and unmatched benefits, including a flexible schedule, affordable health, vision and dental insurance, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition Reimbursement, and discounted rates on T-passes.
Boston Children's Hospital is a 395-bed comprehensive center for pediatric health care. As one of the largest pediatric medical centers in the United States, Children's offers a complete range of health care services for children from birth through 21 years of age.