Job Application for Office Services Assistant at Berkshire Group, LLC

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Company Overview

Berkshire Residential Investments is a people-first real estate investment company who values not only the impact we make as a company, but the time we spend together in our high-performing teams. We value individual skills and perspectives to allow us to best serve our employees, investors, residents, and other stakeholders.

If you’re interested in a workplace where everyone feels empowered to bring their full, authentic selves to work each day, come join our talented and growing team at Berkshire Residential Investments. Our environment of entrepreneurial spirit, culture of expertise and our people-first approach will allow you to thrive while continuing to grow in your career.

Position Summary

The Office Services Assistant provides general office support with a variety of clerical activities and related tasks for the Corporate Headquarters. This position is required to be in-person, Monday through Friday 8:30am-5:30pm ET.

Responsibilities include, but are not limited to:

Conference Suite/Reception Administration

Greet all guests in a friendly and respectful manner and get them situated (refreshments, restroom, conference room, etc.) to meet their Berkshire host
Maintain security by following office procedures; monitoring building visitor list, issuing visitor/new hire badges, and enters guests into the building security system
Order, accept, and set up breakfasts and luncheons for conference area meetings
Monitor scheduling of reception suite conference rooms, and accepts/declines meetings based on conference suite scheduling policy
Monitor refreshments in conference area café so prepared and ready for the day’s guests and meetings
Monitor and make sure conference and board rooms are ready for the next meeting
Berkshire main phone line
- Answer telephone and directs callers to the appropriate contact and will transfer caller to appropriate contact or voice mailbox when they are unavailable and/or send an email message to the recipient
- Monitor company voicemail and forward to appropriate team members for response
- Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information

Office Services

Berkshire Mail
- Coordinate the pick-up/drop off and delivery of company mail services
- Deliver Fed-ex packages and coordinate courier needs for the 24th floor
Supplies
- Assist in the ordering, receiving, stocking, and distribution of office supplies (Clubroom, Conference space and production room)
- Process invoices for HR, office services supplies, and catering events for proper and timely processing, track approvals in P2P system and connect with Accounting if issues occur
Hold Fire Warden role and coordinate with fire safety group and building on drills and trainings for the 24th floor
Audit and manage office badge process

Administrative Assistance

Assist with communications to the Boston office through the Boston B*Home page
Assist with social events when needed
Assist with other related clerical duties such as document editing, photocopying, scanning, faxing, filing and collating
Enter data into Excel for reporting purposes and using Word to update procedure documents
Additional duties assigned by the manager – potential assist in other department projects that allow proper coverage of the reception & conference area – need approval prior to committing
Back-up Executive Assistants where needed
Consistently demonstrate use of tact and discretion

Knowledge/Experience:

At least five years successful experience supporting multiple departments in an administrative capacity in a fast-paced environment (office management or facilities experience a plus)
Ability to create, edit and scale existing historical documents to meet current needs
The ability to maintain confidentiality is critical, as is the ability to manage interactions among a variety of personalities (remaining calm and professional)
Aptitude for organizing, prioritizing, and managing multiple priorities, using critical thinking and problem solving
Demonstrated multi-modal communication style from greeting guests to interacting with board members, specifically excellent verbal, and written communications
Ability to communicate with and manage up to management
Collaborative working style with inclusive work and thinking behaviors, commitment to excellence in teams and work product, with a strong work ethic
Proficiency and willingness to adopt new systems and processes
Multitasking capabilities, able to handle multiple responsibilities simultaneously including but not limited to: handling incoming calls, screening callers and managing call traffic while managing a busy office with needs
Demonstrated ability to make independent decisions and apply critical thinking on business matters when appropriate
Tenacity, patience, and perseverance to work with business deals from beginning to end of process
Represent the Berkshire employment brand well to candidates by seeking to understand the capabilities and insights of people with unique backgrounds, cultures, styles, and abilities
Maintain confidentiality of sensitive information and communications of information
Develop productive working relationships with all team members including internal clients and external third parties
Demonstrated high level of ethics and integrity with a straightforward and honest approach

Technical/Educational Requirements:

Demonstrated ability to use and learn new technology (e.g., computers/hardware, mobile, software, cloud-based programs)
Proficiency with computers, keyboards, monitors and telephone headsets.
Proficiency in Microsoft Suite of Products (e.g., Word, Outlook, Excel, Teams, Power Point)

Berkshire Residential offers an excellent benefits package, focusing on our employees’ total health and wellness. We offer programs and incentives that promote physical, mental, financial, and behavioral wellbeing both within and beyond our workplace. Please visit our Careers page for full details – and to learn more about how we value our employees.

We believe

Berkshire Residential values diversity, equity, inclusion and belonging. Berkshire is committed to providing equal opportunity in all practices, including employees and applicants for employment. We ensure that decisions affecting employees are made without regard to their race, color, creed, national origin, age, disability, gender, gender identity, sexual orientation, or any other protected status.

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Pursuant to federal pay-to-play rules and our internal procedures, we are required to ask you the following questions before considering you for any employment opportunity. Failure to provide this information will be viewed as an incomplete application. During the past two years did you, or any member of your Family/Household, either directly or indirectly, make any contributions to foreign, federal, state and/or local public officials or candidates for public office or make any payments to a political action committee or a political party?

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Office Services Assistant

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