Administrative and Office Assistant

Davis is a vertically integrated real estate investment, development and management firm that leverages five decades of experience, the strength of its leadership team and employees and a diversified portfolio to deliver maximum value for its investors and tenants. Headquartered in Boston and investing across the United States, Davis prides itself on taking a nimble, collaborative approach to delivering best-in-class results from complex opportunities. With $12.8 billion in gross asset value invested through real estate equity, debt and fixed-income securities, Davis today owns a real estate portfolio of approximately 15.2 million square feet of healthcare and life science, industrial, retail, office and hospitality properties and more than 5,800 residential units across the United States. For further information, visit www.thedaviscompanies.com

Roles & Responsibilities:

•             Greet guests in a professional, friendly, and hospitable manner. Offer every guest a beverage upon arrival.

•             Directing guests and answering their questions, notifying staff of visitor(s) arrival.

•             Answer, screen and route incoming telephone inquiries with professional telephone etiquette.

•             Establish working relationships and serve as Point of Contact with Davis 3rd party vendors.

•             Add visitor names to Tishman's Building Guest List.

•             Update the Emergency Contact List.

•             Manage and update phone message system to include office hours and closings and holiday hours.

•             Coordinate headshots of new hires to order access cards/replacement cards through Tishman.

•            Daily mail distribution to the proper recipients.

•             Open and close office on a daily basis. This includes filling water in conference rooms, setting up glasses, filling secondary ice bin in freezer, loading and unloading dishwashers, setting up speakers in South End Conference Room and other duties as assigned by Office Manager. 

•             Consistently maintain a safe, clean, and pleasant appearance of the reception area, conference rooms, and all common areas in the office.

•             Assist Executive Assistants in coordinating meetings and catering for investors and guests. Prepare/clean up office lunches for meetings as directed.

•             Create Inventory Systems to manage, budget, and replenish Office & Kitchen supplies.

•             Assist with the maintenance of office equipment including copiers/fax/printers and postage machines.

•             Re-supply kitchen items (i.e., soda, coffee, napkins, etc.) throughout the day, as needed.

•             Enter service requests with Tishman Speyer and follow-up on progress through completion of task.

•             Accept and sign for packages and distribute mail including forwarding mail to Property Managers via Optima or Fly Over the City.

•             Manage the scheduling for multiple conference rooms.

•             Scan invoices to Property Managers upon request.

•             Manage the Toner Recycling Program.

•             Ordering business cards.

•             Assist with Event Coordination for the Director of People and Culture. 

•             Managing the expense report for Director of Marketing and Director of People and Culture.

•             Binding presentation materials.

•             Assist with special projects.

•             Perform other duties, as assigned.

Skills & Qualifications:

•           Possess a high level of energy to be the first point of contact at Davis located at our front desk.

•           Associate degree preferred, but not required.

•             1-2 years of related work experience required.

•             Excellent verbal and written communication skills.

•             Ability to identify areas of process improvement and the initiative to implement change.

•             Stellar phone etiquette.

•             Detail oriented, strong organizational and multitasking skills.

•             Ability to work under pressure in a fast-paced environment, with minimum supervision.

•             Problem solving mindset.

•             Technology Skills - Knowledge of MS Office (Word, Excel, Outlook, PowerPoint).

•             Ability to professionally interact with onsite staff and management.

•             Timeliness, dependability and ability to deal effectively with many and varied visitor needs are essential.

•             Highly professional with strong interpersonal skills.

•             Able to work effectively with others and be a team player.

•             Flexible and adaptable in a changing environment.

•             Dependable and reliable Monday-Friday to open and close our office.

Compensation & Benefits:

Compensation will include a competitive base salary and bonus, and an attractive benefits package.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age (40 or older), marital status, sexual orientation, gender identity/expression, citizenship, real or perceived disability or handicap, genetic predisposition, veteran status, and/or any other protected category in accordance with applicable federal, state or local laws.