Job Description

POSITION SUMMARY:

The Real Estate Administrator is responsible for efficient and organised support for the International Real Estate team consisting of three key areas; Finance & Accounts, Project Work & Administration Support reporting to the International Real Estate Senior Coordinator.
The role has project management responsibilities for key areas of Real estate focused primarily on the day to day management and execution of the Rent & Utility payments for all Vertex international offices. This role will also require a strong ability to prioritize workloads and keep up to date with administration alongside financial tracking and rent processing in a fast paced setting.
This role is hybrid, with an expectation of onsite working Tuesday-Thursday to align with the Real Estate teams onsite days (can be flexible).

TECHNICAL AND COMMUNICATIVE SKILLS:

• Proven ability to communicate clearly, effectively and in a professional manner
• Collaborative nature with proven ability to be proactive and work efficiently
• Ability to show strong customer service skills
• Excellent ability to prioritize important tasks and be self motivated
• Displays strong self-organizing and multi-tasking skills
• Ability to be a self starter, taking initiative, and able to work well alone
• Possesses excellent computer skills, particularly with Microsoft Excel and PowerPoint skills
• Ability to bring opinions and new ways of working to streamline processes
• This role could include travel once a year
  

  LI-SM2

LI-Hybrid

Flex Designation:
Hybrid-Eligible Or On-Site Eligible
Flex Eligibility Status:
In this Hybrid-Eligible role, you can choose to be designated as:
1. Hybrid: work remotely up to two days per week; or select
2. On-Site: work five days per week on-site with ad hoc flexibility.
Note: The Flex status for this position is subject to Vertex’s Policy on Flex @ Vertex Program and may be changed at any time.
Company Information
Vertex is a global biotechnology company that invests in scientific innovation.
Vertex is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person’s race, color, sex, gender identity or expression, age, religion, national origin, ancestry, ethnicity, disability, veteran status, genetic information, sexual orientation, marital status, or any characteristic protected under applicable law. Vertex is an E-Verify Employer in the United States. Vertex will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.
Any applicant requiring an accommodation in connection with the hiring process and/or to perform the essential functions of the position for which the applicant has applied should make a request to the recruiter or hiring manager, or contact Talent Acquisition at ApplicationAssistance@vrtx.co

Finance & Accounts

• International Rent schedule management including tracking on a weekly basis and updating the tracker.
• Liaising with external vendors chasing for late and direct debit invoices
• Main point of contact for finance team for invoicing queries, PO increases, and project related budgets, updates/info.
• Raising purchase orders for all projects/rents/services for Intl Real Estate team
• Setting up new suppliers on the Coupa system
• Reporting to the Real Estate Senior Coordinator with any issues on a daily basis to resolve queries in a timely manner
• Tracking and updating Real Estate spreadsheets on a daily basis
• Creating excel spreadsheets including formulas to eliminate complexities within the Real Estate team Rents processes.

Project Work

• Supporting the International Real Estate Coordinator with creating communications such as articles, posts, and ppt for the Vertex internal intranet page.
• Administration of the Critical Date tool, managing/maintaining and tracking critical lease dates across the Vertex international portfolio

Administration Support

• Weekly team meeting including requesting/circulating agendas, scheduling meetings, meeting room set up
• Project slide creation and support for all projects and business cases
• Day to day project support and support budget tracking including PPM updates
• Providing additional administration support to the US Real Estate team on an ad hoc basis