Administrative Assistant - CMG

J.F. Shea Family of Companies•Walnut, CA

3d•$24 - $28•Onsite

About The Position

The Administrative Assistant provides administrative support for the Commercial Management Group and serves the Senior Real Estate Managers, Real Estate Managers, and Assistant Real Estate Managers. The position shares responsibility for maximizing the value of managed properties and meeting owners’ and shareholders’ strategic plans, while continually seeking improvements in work processes and results to meet internal and external customer expectations. The role requires professional conduct consistent with Shea’s Core Values and its Business Ethics, Employee Conduct and Confidentiality policy. The position is based full-time at the Walnut Office in a professional office environment. Work is usually scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility needed based on departmental and tenant needs. The role regularly interfaces with internal and external customers, vendors, subcontractors, tenants, and public agency staff. The pay range is $23.94–$27.77 per hour, and the role is eligible for the discretionary annual bonus plan.

Requirements

High school diploma or equivalent.
Two years of college education or two years of experience in office operations, preferably in property management.
Proficiency in Microsoft Excel, Word, Adobe, and Outlook.
Ability to work successfully in a team environment and maintain a strong customer-service focus in a fast-paced setting where continuous improvement is expected.
Ability to balance multiple priorities and assignments; detail-oriented, conscientious, and dependable work ethic.
Exceptional organizational, verbal, and written communication skills.
Positive, proactive, and helpful approach when working with colleagues, tenants, vendors, contractors, and others involved in property management and operations.

Nice To Haves

Experience with Yardi commercial management software.

Responsibilities

Answer incoming calls, respond to requests, direct them as appropriate, and communicate with and provide direction to day porters.
Greet walk-in customers and prospective tenants.
Open and distribute mail.
Maintain tenant, vendor, and contract lists, including email and emergency contacts; update tenant handbooks and the shared database.
Code invoices, research accounts payable issues, obtain and submit vendor W-9 forms, and upload and submit invoices to Avid.
Prepare service contracts as directed, route them for signature, and distribute them.
Process tenant bill-back invoices and tenant account adjustments as directed by Managers.
Maintain current and correct insurance certificates for tenants and vendors and update the insurance tracking system.
Maintain complete and accurate property records, including plans; set up new tenant lease files; and distribute lease and other property documents to appropriate parties.
Keep electronic and paper filing current, complete, and accurate according to established policies and procedures.
Organize and maintain office and kitchen equipment and supplies.
Type and mail correspondence as directed.
Process electronic rent-check deposits received at the management office and set up tenants in the Commercial Café online payment system.
Maintain the property security access program, including door hours, tenant access controls, and gate codes for tenants and vendors.
Participate in and support weekly and monthly staff meetings.
Print and distribute monthly reports as directed by Managers.
Assist with tenant events, fire drills, and training.