• 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

    • Lease Administration for all owned and leased properties (Includes Colliers Work Trac, TAB, Yardi- submission and implementation of proposed Yardi system, TAB, Timberscan, Share Point Building Engines)
    • Daily office Administrative responsibilities and support of Leasing Department. Answer telephones, copy, filing, mail/overnight packages, etc.
    • Manage, update and track building floorplans / floorplates of tenant square footage/lease expiration dates.
    • Prepare confirmation of Commencement/Exhibits for owned properties
    • Prepare Lease Summaries of Lease documents and amendments and submit to appropriate parties.
    • Prepare PR Lease Bundles of new tenants for press release (work with leasing and PR firm)
    • Assist with Tenant notifications, including emails, memos, cover letters etc.
    • Responsible for the maintenance of all Lease files (electronic & manual)
    • Maintain SharePoint
    • Maintain Hobbs Brook and FM Global archived lease files
    • Maintain and update Tenant contact list for owned and leased properties
    • Assist with monthly marketing and vacancy reports
    • Track Data of leased transactions and activity
    • Assist with updating Tenant contact information through Building Engines system 
    • Generate Purchase Orders and process invoices for the Leasing and Construction team
    • Review lease documents and amendments to ensure proper exhibits are attached and security deposits/Letters of Credit are received.
    • Collect/file Tenant Parking Request forms
    • Assist with Certificates of Insurance (COIs), follow up on requests for updated and additional certificates.

    Qualifications - External

    Associates degree in Business or related discipline preferred

    At least 5 years of experience in an administrative role for a commercial real estate company

    Excellent verbal and written communication skills; must be able to communicate effectively with peers, business partners, and company leadership

    Understanding of leasing terminology

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

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