Administrative Assistant

EDENS•Boston, MA

10h

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 functions including sales data collection and reporting, invoice processing, contract creation, drafting correspondence, and tracking Certificates of Insurance. The assistant will also handle phone calls, navigate accounting software, manage work orders, update contact lists, coordinate vendor services, make travel arrangements, assist with collections, and prepare reports. Additionally, the role includes processing tenant move-out requests, updating software with contact information, preparing bill-back invoices, managing utility accounts, and assisting with special projects.

Requirements

Proficiency in Microsoft Office, specifically Word, Excel and Outlook.
Ability to work and think independently.
Ability to remain calm during crisis.
Effectively communicate upward, downward and laterally.
Strong organizational skills.
Ability to prioritize workload.
Committed to producing quality work.
Minimum High School Diploma.
Minimum 2 years of administrative experience required.
Proficient computer skills and ability to learn new software.

Nice To Haves

JD Edwards, Angus, Nexus experience preferred.
Specific real estate or customer service experience strongly preferred.
Prior experience with the following software programs is a plus: JD Edwards, ANGUS, NEXUS and Concur.
Experience in reading and obtaining basic information within leases.
Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partners.
Convey willingness to help and display positive attitude at all times.
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 in JDE system, and create monthly reports of missing sales.
Assist with upload and invoice coding in Nexus.
Create contracts for execution using Docusign.
Draft and send Lease defaults, Rent commencement letters, Rent increase letters, and update Tenant Manuals and Newsletters.
Obtain, track, monitor for compliance, and upload Certificates of Insurance in JONES.
Respond to phone calls from 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 on 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.
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.