Admin Assistant I

COPT Defense Properties•Huntsville, AL

2d•$41,000 - $50,000

About The Position

ESSENTIAL FUNCTIONS: 1. General Administrations - Performs administrative responsibilities including (but not limited to): screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar. Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files. Assist in projects, such as electronic data management, tenant events, archiving of documents, etc. Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials. 2. Accounting - Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations. Research invoices and follow up with vendors as needed. Create reports as requested. 3. Meeting Coordination - Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc. Follow up on tenant requests. SECONDARY RESPONSIBILITIES: Provide assistance to other department personnel and back up support as needed. Troubleshoot IT issues with IT department. Perform other job-related duties as assigned.

Requirements

High School Diploma or equivalent. College coursework or degree preferred.
Minimum of two years of administrative experience. Commercial Real Estate experience preferred.
PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software. Ability to adapt to new or changing software programs.
Ability to organize and prioritize work to meet deadlines.
Ability to initiate and follow through on work independently.
Intermediate proficiency with Microsoft Word, Excel, and Power Point.
Excellent proofreading skills.
Excellent written and verbal communication skills and a strong phone presence.
Ability to handle internal and external calls.
Proficiency with office equipment.
Interest or desire to learn more about property management and/or insurance risk management.

Nice To Haves

Commercial Real Estate experience preferred.
College coursework or degree preferred.

Responsibilities

Screening and directing communications
Creating correspondence
Maintaining filing system
Scheduling meetings
Binding marketing materials
Ordering blueprint and/or leasing materials
Mailing overnight packages
Maintaining office calendar
Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files.
Assist in projects, such as electronic data management, tenant events, archiving of documents, etc.
Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials.
Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations.
Research invoices and follow up with vendors as needed.
Create reports as requested.
Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.
Follow up on tenant requests.
Provide assistance to other department personnel and back up support as needed.
Troubleshoot IT issues with IT department.
Perform other job-related duties as assigned.