POSITION SUMMARY:
Provide general administrative support to Property Operations and onsite Asset Management. Facilitate communication between internal contacts, insurers, vendors, and tenants.
ESSENTIAL FUNCTIONS:
1. General Administrations -
- Performs administrative responsibilities including (but not limited to): screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar.
- Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files.
- Assist in projects, such as electronic data management, tenant events, archiving of documents, etc.
- Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials.
2. Accounting -
- Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations.
- Research invoices and follow up with vendors as needed.
- Create reports as requested.
3. Meeting Coordination -
- Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.
- Follow up on tenant requests.
SECONDARY RESPONSIBILITIES:
- Provide assistance to other department personnel and back up support as needed.
- Troubleshoot IT issues with IT department.
- Perform other job-related duties as assigned.
QUALIFICATIONS:
Education - High School Diploma or equivalent. College coursework or degree preferred.
Professional Experience -
- Minimum of two years of administrative experience.
- Commercial Real Estate experience preferred.
Computer Skills -
- PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
- Ability to adapt to new or changing software programs.
Mobility - N/A
Other Requirements -
- Ability to organize and prioritize work to meet deadlines.
- Ability to initiate and follow through on work independently.
- Intermediate proficiency with Microsoft Word, Excel, and Power Point.
- Excellent proofreading skills.
- Excellent written and verbal communication skills and a strong phone presence. Ability to handle internal and external calls.
- Proficiency with office equipment.
- Interest or desire to learn more about property management and/or insurance risk management.