Job Description:

Regional Administrative Assistant

Overview

The Regional Administrative Assistant reports directly to the Regional Vice President of the Region and works both independently and in tandem with members of the team to perform a wide range of administrative and support duties. The Regional Administrative Assistant serves as principal administrative contact and liaison to the Regional Vice President (RVP), Area Directors, Regional Directors of Engineering, Real Estate Services, Property Management and Fiscal Operations Managers.

The position requires excellent organizational, communication, and interpersonal skills and the ability to provide timely information and services to both internal and external clients. A strong working knowledge of office processes and related computer software and electronic communications tools, and the ability to work across teams and with a variety of projects and resources are critical to success.

Responsibilities

Administrative & Organizational Tasks

Provide a wide range of basic-to-complex office administration tasks in support of the RVP and Fiscal Operations Manager.
• Screen calls and voice mail, as requested, as well as route phone calls, mail, email, and other departmental information.


• Create and maintain electronic and paper filing system(s).


• Actively maintain staff calendar, and coordinate meetings and conference calls, as required.


• Copy, scan, mail, set up and maintain files on a daily basis.


• Perform routine research work using the Internet and other company resources.


• Develop, implement, and administer departmental office systems and procedures; follow company-wide processes where applicable.


• Provide document preparation support including memos, reports, course materials, and presentations.


• Maintain departmental and project budget spreadsheets, as necessary.


• Responsible for overseeing the ordering of office equipment and supplies, as needed.

Tracking & Analysis/Leasing

• Monitor and track regional lease transaction activity via VTS and run weekly Leasing Activity Report for RVP with synopsis of each transaction's salient points. Interact with RMR staff as necessary to gather transaction information.


• Monitor contractual documents including: commercial leases, listing agreements, management agreements, vendor contracts, insurance etc.


• Pull TRM Report monthly and send to RVP, Area Directors, and Property Managers.


• Compile and maintain Broker and Architect Information for Region.


• Prepare NNN Site Inspections tracking sheet yearly and monitor it for updates/completion.


• Track Bad Work Orders and follow up with Property Managers

Communication

• Liaison between RVP and regional staff.


• Arrange conference calls for Region.


• Take meeting notes and distribute to team.

Projects

• Liaison for Region and RVP ensuring special projects are complete and handed in on time when sent from Corporate.


• SharePoint Portal Content Leader. Role includes being responsible for portal content for Region as well as updates to documents within the Regional Office Library for the Region. Regional Office Library updates, include: Building Awards, Trade Certifications, Employee Recognition, Office Contracts and Equipment, Real Estate Licenses, Building Charities, Credit Cards and Open Accounts, Management and Engineering Office Leases, Management Office Locations, Organizational Charts, and Property Checklist and Reports).


• Update Travel Binder monthly/quarterly, as needed (Org Charts, Broker & Architect Info, Rent Rolls, Property Profile Sheets, Floor Plates/Plans).


• Organize quarterly community outreach events


• Track company vehicle registration/insurance card renewals


• Assist with Broker Event planning


• RMR Geo1 Expert; Office Space Software Point of Contact.


• Special projects as needed (Sublease Availability Reporting; VTS Super User; etc.).

Travel

• Maintain travel arrangements for RVP.


• Prepare and Track expense reports for RVP and Area Directors.

Human Resources

• Maintain/update organizational charts for Region on a monthly basis.


• Maintain/update Property Profile and Contacts (Staffing) for Region on a monthly basis.


• Maintain/update Microsoft Teams for Region.


• Maintain/update Outlook Distribution List for team, birthday list, contact lists, etc.

Financial

• Responsible for printing monthly reports from Yardi for RVP.


• Always assure discreet confidentiality at all times regarding all issues and matters.


• Perform other tasks as required from RVP.

Qualifications

• Bachelor's degree - Minimum GPA: 3.0


• 5 years of experience in real estate administration and transactions.


• 3 - 5 years of experience supporting senior manager and staff.


• Solid knowledge of real estate contracts including commercial leases, listing agreements, management agreements, etc.


• Advanced working knowledge of the MS Office application suite: Word, Excel, PowerPoint, and Outlook. Skills testing will be administered.


• Experience implementing standard departmental systems and procedures.


• Initiative, sound judgment, and the ability to maintain confidentiality.


• Excellent communication skills, both oral and written. Writing exercise will be administered.


• Outstanding follow-up skills and commitment to keeping staff informed of status of projects and completed tasks.


• Effective organizational, prioritization, and time management skills.


• Consistency in performance and reliability in presence and follow through.


• Must be fully vaccinated against COVID prior to your start date and provide proof of your full vaccination on your date of hire.

Company Overview

The RMR Group LLC, or RMR, is a leading U.S. alternative asset management company, unique for its focus on commercial real estate (CRE) and related businesses. It conducts substantially all business for its parent company, The RMR Group Inc. (Nasdaq: RMR). RMR's vertical integration is strengthened by more than 600 real estate professionals in over 30 offices nationwide who manage $32 billion in assets under management and leverage more than 30 years of institutional experience in buying, selling, financing and operating CRE. RMR benefits from a scalable platform, a deep and experienced management team and a diversity of real estate strategies across its client companies. Recently, RMR has been recognized by The Boston Globe as a "Top Place to Work," by Fortune magazine as one of the "100 Fastest Growing Companies," by the Environmental Protection Agency (EPA) as an "ENERGY STAR Partner of the Year," by Boston Business Journal as the "Fastest Growing Middle Market Company in Massachusetts" and ranked 9th on Commercial Property Executive's Top Commercial Property Management Companies. RMR is headquartered in Newton, MA and was founded in 1986. For more information, please visit www.rmrgroup.com. Follow RMR on LinkedIn and on Twitter @The_RMR_Group.