Administrative Assistant

Job Description

JOB DETAILS

• Answer multi-line phone system and direct calls appropriately.
• Sign for and contact appropriate person(s) of arriving courier and/or deliveries.
• Obtain office mail daily, date stamp, distribute and process, as necessary.
• Package handling and tracking administration.
• Maintain adequate office supply inventory.
• Make copies as requested.
• Ensure receptionist area is kept clean and in professional order.
• Maintain ethical, professional, and courteous relations with all visitors and contractors.
• Provide general administrative or clerical support as needed.
• As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables.
• Uploads documents, including invoices and certificates of insurance, to appropriate destinations.
• Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management.
• Respond to tenant questions and requests via phone, email, and ticketing system.
• Maintain calendars and coordinate meetings and special events for multiple teams.
• Assist with projects as assigned by Property Manager, Engineering Manager, and Property Accountant
• Provide great customer service in a dynamic, fast-paced environment.

Qualifications:

• High school diploma or equivalent from an accredited institution.
• Two to five years of experience in a receptionist or administrative role in a professional office environment.
• Demonstrate strong initiative and customer service orientation.
• Draft routine business letters and documents using proper format, punctuation, grammar, diction, and style.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• File alphabetically and numerically.
• Basic proficiency in Microsoft Office software.
• Type a minimum 50-WPM with accuracy.
• Communicate effectively both verbally and written.
• Ability to work in a team environment.
• Maintain strict confidentiality.
• Work overtime as business needs deem appropriate.
• Work overtime as business needs deem appropriate.

• Coupa: Creates purchase order requests for facilities related expenses and projects.
• Verify, approve, and file COIs for vendors.
• Help coordinated in-house and outside vendor services related to the facilities operations; this includes but is not limited to, janitorial, pest control, lamping, carpentry, and maintenance contractors.

Are you interested in this position?

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

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