Administrative Assistant

Who We Are
Ciminelli Real Estate Services of Florida is a full-service commercial real estate firm with more than 35 years of experience in the industry. Our team provides services to clients throughout the State of Florida, including Property Management, Leasing and Sales, Investment, and Tenant Representation.

What We Are Looking For
We are currently seeking an experienced and well-rounded Administrative Assistant to join our dynamic team. 

Benefits For All Full-Time Employees

• Competitive Pay
• Comprehensive Medical Insurance
• Dental and Vision Options
• Life Insurance
• Short-term and Long-term Disability
• 401k Plan with Employer Match
• Paid Company Holidays

The purpose of this job description is to communicate the overall principles, key responsibilities and duties associated with the position of Administrative Assistant. Ciminelli Florida?s company philosophy requires that all employees contribute on a team basis for the purpose of overall company success. While the following information should be considered a comprehensive description of this position, it should be noted that some responsibilities and duties may not be specifically addressed. Ciminelli Florida reserves the right to amend or change this description at any time.

Job Overview

The Administrative Assistant serves as the office's first point of contact, this involves assisting all callers and visitors in a helpful and courteous manner. The Administrative Assistant must be able to multi-task and provide prompt and efficient administrative support for the office. Strong organizational skills and the ability to prioritise are a must.

Essential Duties and Responsibilities (In no order of priority)

• Answers and directs all incoming calls in a helpful and efficient manner. Routes leasing inquiry calls to the appropriate leasing agent.
• Greets and assists all visitors, guests, clients, etc. in a professional and courteous manner.
• Communicates all tenant service requests and concerns promptly to appropriate property management and facility personnel.
• Monitors Corrigo work order system dashboard continually, assigns incoming service requests to maintenance technicians, manually enters work orders called in, and used best judgment to assign the appropriate priority level to service requests/work orders. Provides overdue work order reports to property managers weekly.
• Handles correspondence including but not limited to incoming/outgoing mail and packages, sending and receiving certified and overnight mailings.
• Orders and maintains an inventory of office and break room supplies.
• Updates after hours phone messages. Orders call forwarding, additional phone lines, internet service, as needed for the office.
• Orders new and replacement cell phones, tablets, etc. as needed for Ciminelli staff.
• Tracks and maintains current tenant and vendor insurance certificates (using myCOI) and applicable tenant HVAC maintenance contracts.
• Ensures all hard copy filing is completed in a timely fashion.
• Assists Accounting department in the monthly compiling and electronic distribution of monthly operating reports.
• Orders maintenance technician uniforms as needed.
• Provides assistance with other special projects as required.

Equipment/Software

Experience using Microsoft Word, Microsoft Excel, Microsoft Outlook, Adobe Acrobat, Corrigo Work-Order System, and MRI. Willingness and ability to learn additional software packages as required.

Education and/or Experience

High school education or equivalent.

Skills and Other Requirements

• Positive attitude, dependable, self-starter.
• Ability to handle stressful situations.
• Ability to establish strong interpersonal relationships with team members.
• Professional demeanor.
• Excellent organizational skills, detail-oriented, concern for accuracy and efficiency.
• Good listening skills.
• Excellent interpersonal and communications skills.
• Calm yet capable in an emergency.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works inside under office conditions. However, the duties and responsibilities of Administrative Assistant require some outside time with possible extended exposure to cold or extreme heat. While performing the duties of Administrative Assistant, the employee is regularly required to handle, or feel objects, computer and office equipment controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and smell.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.

The noise level in the work environment is usually low.

Reasoning Ability

Must be able to apply principles of logical thinking to a variety of practical situations and accurately follow standardized procedures that may require minor deviations. Must be able to think rationally beyond a specific set of instructions.

Certificates, Licenses, and Registrations

Valid Florida Drivers License

Driving Requirements

The Administrative Assistant may need to make use of their personal vehicle for work-related duties.