Administrative Assistant

Vestar Properties•West Hollywood, CA

5d•Onsite

About The Position

Vestar is actively seeking a motivated and professional individual for the position of Administrative Assistant. This well-qualified individual will function under limited/moderate supervision to provide general administrative support for assigned staff in a commercial real estate field office.

Requirements

Knowledge of office and accounting procedures
Exceptional computer skills – MS Office Suite
2-3 years administrative experience in a commercial office environment
Excellent Customer Service skills
Strong ability to work independently; ability to research and problem solve
Demonstrated knowledge of phone and email procedures and etiquette
Ability to prioritize and meet deadlines
Strong attention to detail
Applicants must have valid work authorization that does not now and/or will not in the future require sponsorship of a Visa for employment authorization in the U.S. by Vestar.

Nice To Haves

Must have excellent time management skills
Have the ability to prioritize
Self-Motivated
Must be detailed-oriented
Ability to follow directions
Excel in a team environment

Responsibilities

Assist Property Management with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.
Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
Handle tenant, vendor and prospective tenant walk-ins
Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies, stocking the coffee area, and organizing front and back of office.
Collect mail and scan invoices into the Avid system.
Code all invoices; except legal, leasing, and job cost invoices.
Complete mailings, prepare fed ex packages, ma
Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
Provide support to Property Manager by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
Create, update, and maintain property/tenant contact information spreadsheets both online and information booklets.
Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.
Maintain and update as necessary all tenant contact information, after hour access
Maintain and update insurance certificate files for all contractors performing work at the properties.
Maintain all Tenant certificates of insurance and keep up to date.
Maintain and update gross sales reporting for all tenants.
Maintain and update all utility tracking spreadsheets.
Review security reports and coordinate any needed work requests with onsite staff.
Assist with the scheduling of contractor work and coordinate with tenants.
Maintain and update as necessary all tenant contact information, after hour access
Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, and contracts.
Work with Marketing with receiving posters and signage and coordinate with the dayporters to install appropriately.
Assist Property Manager as needed on special projects, such as account reconciliations, computer file organization.