Administrative Assistant

Vornado Realty Trust•San Francisco, CA

1d•Onsite

About The Position

Vornado Realty Trust (NYSE: VNO) is an equity Real Estate Investment Trust (REIT) with over 30 million square feet of office and retail properties under management. With portfolio concentration in New York City, Vornado also owns premier assets of theMART in Chicago and the 555 California Street complex in San Francisco. Vornado's reputation in the industry is one of unmatched quality and integrity. Vornado's San Francisco property management team is seeking an Administrative Assistant to serve as the welcoming first point of contact for tenants, visitors, and vendors at a Class A institutional office asset in downtown San Francisco. This role manages the management office front desk, incoming calls, mail and package handling, and day-to-day office administration, ensuring every visitor and caller experiences a consistently professional and high-quality level of service.

Requirements

Strong customer service orientation with a professional, welcoming demeanor
Excellent organizational skills and attention to detail
Strong written and verbal communication
Ability to manage multiple priorities, phone lines, and visitor traffic simultaneously in a fast-paced environment
Proficiency in Microsoft Office (Word, Excel, Outlook) and general office equipment
Ability to exercise discretion and sound judgment in handling tenant, vendor, and visitor matters

Nice To Haves

Bachelor’s degree a plus
commercial real estate or hospitality experience a plus

Responsibilities

Serve as the first point of contact for all tenants, visitors, and vendors arriving at the management office, greeting each guest promptly and professionally
Manage visitor sign-in and badge issuance, verifying identification and notifying the appropriate staff member of arrivals
Maintain a polished, organized, and welcoming front desk and reception area at all times
Coordinate conference room scheduling and setup for internal and external meetings, including hospitality needs as requested
Anticipate visitor and tenant needs, providing building information, directions, and general assistance as requested
Escalate non-routine visitor or tenant matters to the APM, SPM, or GM as appropriate
Answer, screen, and route incoming calls to the management office promptly and courteously, taking accurate messages when needed
Receive, sort, and distribute incoming mail and packages to the appropriate staff and tenants in a timely manner
Coordinate outgoing mail and courier/messenger services as requested by the management team
Maintain accurate logs of deliveries, packages, and visitor traffic as required
Administer visitor and vendor sign-in procedures in coordination with building security
Support the building access card program, including processing routine requests and directing non-routine items to the APM
Maintain office supply inventory, placing orders as needed and coordinating with vendors on delivery and restocking
Coordinate routine maintenance and repair requests for office equipment (copiers, phones, etc.)
Support tenant service request intake, entering requests into the work order system and routing to engineering or the appropriate team
Assist with new employee onboarding logistics, including badge issuance and office orientation
Compose and format routine correspondence, memos, and documents as directed, maintaining high standards for accuracy and presentation
Maintain complete, organized, and current front-office files and records
Support the management team with special projects and administrative tasks as assigned
Support hospitality setup for internal and external meetings and events
Maintain and distribute updated tenant, vendor, and staff contact lists as needed