Administrative Assistant

Job Description

JOB DETAILS

• Serve as the administrative support to assigned team members by coordinating, facilitating, recording, and communicating their individual, group, and company-wide activities.
• Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers.
• Coordinate activities for assigned team members such as travel arrangements, meetings, interviews, and conference calls.
• As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables.
• Manage, organize, and distribute record drawings and specification binders.
• Assist in preparing presentations.
• Establish and maintain appropriate filing systems, both manual and electronic; handle confidential files and reports with discretion.
• Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Create, update, and maintain departmental databases when appropriate.
• Complete special projects to support assigned area.
• Prepare and process expense reports.
• Maintain office and kitchen supply inventory.
• Prepare both internal and external mail, including special handling packages and mailing lists. Distribute mail and faxes as needed.
• Update after-hours access report weekly
• Maintain life safety binders for each property
• Review night cleaning reports and security reports daily; distribute work orders accordingly

• Manage accounts receivable process including but not limited to: A/R analysis and collection, A/R aging review, tenant correspondence regarding balances, and preparation of monthly A/R reports for Property Manager.
• Manage accounts payable functions including but not limited to: review invoices and ensure they are entered correctly, issue checks and maintain vendor files, and assist with any vendor inquiries.

• Assist with lease administration including but not limited to: initiating lease routing checklist and entering pertinent lease information into the applicable software.
• Send welcome tenant package to new tenants
• Maintain tenant mailboxes and communicate with postal service any changes
• Pull utility invoices and complete corresponding billbacks to tenants
• Manage access card system and related tenant requests

Qualifications:

• High School Diploma or equivalent from an accredited institution.
• Two years of experience in an administrative role in professional office environment.
• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrate strong initiative and customer service orientation.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
• Type a minimum 60-WPM with accuracy.
• Ability to perform business related mathematical calculations.
• Strong verbal and written communication skills.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work in a team environment.
• Maintain strict confidentiality.
• Operate personal computer and other office equipment.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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