Administrative Assistant

Edens Realty•Boston, MA

About The Position

The Administrative Assistant will work closely with Regional Property Managers on day-to-day operations, providing excellent customer service with thorough follow-up when required. This role involves managing various administrative tasks to support property management functions.

Requirements

Minimum High School Diploma
Minimum 2 years of administrative experience required
Proficient computer skills and ability to learn new software
Experience in reading and obtaining basic information within leases

Nice To Haves

Specific real estate or customer service experience strongly preferred
Prior experience with JD Edwards, ANGUS, NEXUS and Concur software programs
Proficiency in Microsoft Office, specifically Word, Excel and Outlook
Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partners
Demonstrated ability to work and think independently
Ability to remain calm during crisis
Effectively communicate upward, downward and laterally
Convey willingness to help and display positive attitude at all times
Strong organizational skills
Ability to prioritize workload
Committed to producing quality work
Demonstrate strong support of corporate goals
Stay up-to-date with changing procedures and software to help support RPM’s

Responsibilities

Collect sales data, enter it into the JDE system, and create monthly reports of Missing Sales Invoices for all Regions.
Assist with upload and invoice coding in Nexus Docusign.
Create contracts for execution.
Draft and send Lease defaults, Rent commencement letters, and Rent increase letters.
Update Tenant Manuals and Newsletters.
Obtain, track, monitor for compliance, and upload Certificates of Insurance in JONES.
Respond efficiently to phone calls from various stakeholders, including customers, tenants, and EDENS personnel.
Navigate accounting software programs and print accounting reports (JD Edwards).
Initiate and track work orders, issuing instructions to vendors and following up to ensure work completion.
Update contact lists.
Assist and support Regional Property Managers in coordinating services such as lot sweeping, pressure washing, janitorial services, security, landscaping, roofing, snow removal, and lighting.
Serve as a point of contact for service calls to vendors.
Make travel arrangements and complete expense reports for managers.
Help make collection calls and emails as needed.
Assist with the preparation of incident reports to the Insurance Manager.
Process Tenant Move Out Requests.
Update Angus software with Building, Tenant, and Vendor contacts and information.
Prepare bill-back invoices to tenants.
Open and close utility accounts.
Assist with special projects and other administrative duties as assigned.