Administrative Assistant
About The Position
The Administrative Assistant will assist their assigned Property Manager(s) with selected facets of the operation of their properties as well as their day-to-day work schedule. It is intended that the Administrative Assistant position shall be a training ground for promotion to the Assistant Property Manager position if possible. Utilizing a team approach, the Property Manager may assign tasks to an Administrative Assistant, which may not directly fall into a category outlined above. The Property Manager’s and Vice President’s discretion will be used to determine if the tasks are reasonable in scope.
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
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
- Handling incoming maintenance calls and following up on maintenance calls to contractors and tenants
- Collect, input and track tenant gross sales reports.
- Collect, input and track certificates of insurance for all tenants and vendors.
- Preparing, copying, distributing and filing all correspondence (e.g., letters, tenant memoranda, mail merges, etc.)
- Setting up and maintaining all tenant and operational files
- Maintaining current tenant directory
- Preparing tenant welcome packages
- Recording, preparing, and distributing minutes at departmental staff meetings
- Preparing and distributing narrative summaries and various reports for managers
- Maintaining and updating current answering service lists and project information lists
- Maintaining the key box in order
- Keeping management agreement books
- Making travel arrangements
- Making arrangements for seminar attendance, including check requisition
- Assisting Manager and Assistant Manager with the preparation and collection of common area maintenance reconciliations
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
