Job Description

Job Description

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

The Administrative and Office Assistant will provide a wide range of office support functions to ensure smooth daily operations. This role serves as the first point of contact for visitors and callers, requiring a professional demeanor, neat appearance, and a positive, upbeat attitude.

Specific responsibilities include, but are not limited to, the following:

Reception & Guest Service

• Greeting 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.

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

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

Office Operations

• Open and close office daily. 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. 

• Establish working relationships and serve as Point of Contact with Davis third party vendors (WB Mason, Amazon, Boston Bean)

• Assist with scheduling meetings/interviews/onboarding by sending calendar invites and adding visitor information to Tishman’s Building Guest List for entrance. 

• Order building access cards through Tishman. Order replacement cards as needed.

• Ensure timely and accurate mal distribution to support seamless business operations.

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

• Manage the schedule for multiple conference rooms.

• Manage the Toner Recycling Program.

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

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

• Maintain and replenish office and kitchen items (i.e., soda, coffee, snacks, napkins, etc.) on a regular basis.

Administrative Support

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

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

• Scan invoices to Property Managers upon request.

• Binding presentation materials. 

• Assist the Director of People and Culture with event coordination, and other administrative tasks, as assigned.

• Managing expense reports for Human Resources and Marketing departments.

• 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.

• Excellent phone etiquette.

• Detail oriented, strong organizational and multi-tasking skills.

• Ability to work under pressure in a fast-paced environment.

• Ability to work with minimum supervision.

• Problem solving mindset.

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

• Ability to professionally interact with onsite staff and management.

• Timeliness, dependability and the ability to deal effectively with many and varied visitors’ 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.

• Possess a high level of energy.

• 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.

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