Administrative Assistant Jobs in Lakeland, TN

About The Position

Requirements

• Real estate license.
• 2–4 years of experience in commercial property management.
• Proficiency with Yardi property management software.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Familiarity with leases and the ability to understand them.
• Professionalism in appearance, aptitude, communication, and performance.
• High school graduate.
• Reliable transportation.
• Reliability, initiative, confidentiality, assertiveness, strong organizational and multitasking abilities, attention to detail, problem-solving skills, effective interpersonal skills, motivation, and strong verbal and written communication.

Nice To Haves

• College degree or some college work.

Responsibilities

• Assist the Property Manager with day-to-day building operations and the implementation or revision of policies.
• Assist with annual budget preparation, manage budgeted building expenses, and use discretion for expenses that are not budgeted.
• Serve as the first point of contact for tenants and work to resolve property issues, handling minor issues where possible without involving the Property Manager.
• Direct and manage vendors to achieve effective service and control costs, and coordinate with vendors’ accounts receivable departments regarding payments.
• Regularly inspect properties with the Property Manager and help ensure high standards of property maintenance.
• Review, interpret, and enforce lease agreements.
• Evaluate maintenance needs and capital improvements.
• Facilitate annual bidding of vendor contracts as needed.
• Perform administrative duties for the assigned portfolio, including communications, tenant billings, mailing, and filing.
• Help review invoices, code expenses, and monitor property accounts payable and receivable.
• Assist with lease administration, including tracking critical dates, insurance certificates, and tenant compliance requirements.
• Coordinate tenant move-ins, move-outs, and tenant improvement projects.
• Maintain property records, contracts, repair records, and operational documentation.
• Assist with preparing ownership reports, management reports, and presentations.
• Provide reception support by answering telephones, screening calls, and taking messages.
• Greet visitors and vendors.
• Type and mail correspondence.
• Update contact lists.
• Open and distribute mail.
• Order and maintain office and maintenance supplies.
• Provide support to other departments.
• Maintain and schedule the conference room calendar.