• Senior Administrative Assistant

    Location US-MA-Waltham
    Job ID
    # Positions
    Employee Type
  • Overview - External

    Hobbs Brook Management LLC, has been a pioneer in the development of premier office space in the Boston suburbs since 1952. We believe the most valuable thing we develop isn’t a building. It’s a relationship. As both an owner and operator, Hobbs Brook Management is committed to providing its tenants, their employees and customers with a reliable and fully functional business environment. For more information about Hobbs Brook Management, please visit www.hobbsbrook.com. Hobbs Brook Management is the real estate division of FM Global.

    Responsibilities - External

    • Provides administrative and construction project support to the Project Management staff and facilitates the efficient functioning of Real Estate Planning and Development.
    • Participates in meetings and conference calls, maintains communications and flow of information for projects. Prepares general correspondence such as memos, letters, reports and agendas.
    • Requests competitive bids from select vendors. Creates bid comparison documents and manages/tracks bid documentation for the Project Management team’s analysis.  Ensures bid documents are received in timely fashion to meet project schedule requirements. Prepares purchase orders for all projects. Issues approved purchase orders to vendors and ensures that vendor invoices include correct purchase order number before issuing to accounts payable. Assists with cost tracking on projects.
    • Manages and coordinates construction documents to be included in Request for Proposal packages. Assists with vendor prequalification process and maintains vendor prequalification documents. Coordinates document flow between vendor, project manager and risk management. Including requesting certificates of insurance for Project and Risk Manager review and approval.
    • Assists in the preparation of AIA construction and professional contracts using standard templates. Manages processing and archiving of project-related contracts.
    • Creates master project folders/files including project checklists and assists project managers to ensure that all required documentation is included at the close out of projects. Ensures complete and accurate files are maintained according to project requirements. Maintains master project schedule using Microsoft Project and distributes on a weekly basis to project management team and other departments. Keeps up to date critical information such as project completion date and contract status.
    • Archives and organizes As-Built paper and digital project plans, documents, owner’s manuals, warranties during project and at close out. Receipt of occupancy and closed building permits. Ensures compliance with close-out checklist.





    Qualifications - External

    • Associates degree in business or related discipline
    • 5+ years of administrative support in the Construction or Real Estate Development Industry
    • Excellent verbal and written communication skills; must be able to communicate effectively with peers, business partners, and company leadership.

    • Strong organizational and time management/prioritization skills as well as analytical ability and attention to detail.

    • Demonstrates capability to read, understand and apply standard documents affecting real estate projects, including but not limited to: agreements/contracts, leases, work letters, project, surveys and drawings.

    • Computer proficiency with MS Office, including Project, Excel, Word, PowerPoint, etc.

    • Be knowledgeable of the qualifications and experience of key Project Delivery Team members' firms and personnel (A/E, Contractor, etc.)

    • Knowledge of Construction and Real Estate Development Industry