Administrative Assistant Jobs

About The Position

Requirements

• 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
• 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
• Candidates must possess work authorization valid for employment in the United States, which may include authorization under USMCA TN classification or other non-immigrant categories that do not require employer-sponsored petition filing.

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
• 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.