Administrative Assistant

Who We Are:

Vestar is a nationally recognized leader in the acquisition, management, leasing and development of retail real estate with a significant market share in the Western US. Vestar has over 30 million square feet currently under operation and management and has been acknowledged by both institutional and private-client investors as an industry leader.

Since its inception in 1989, Vestar has become synonymous with integrity and responsibility. As one of the leading privately held real estate companies in the western United States, Vestar acquires, develops and manages retail and entertainment destinations of varying size and scale that serve as destinations and community focal points.

Summary/Objective:

Vestar is actively seeking a motivated and professional individual for the position of Administrative Assistant. This well-qualified individual will function under limited/moderate supervision to provide general administrative support for assigned staff in a commercial real estate field office.

Essential Duties and Responsibilities:

- Assist Property Management with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.

- Maintains tenant, vendor, and property files, including insurance certificates, lease abstracts, etc. in accordance with prescribed standards.

- Prepare property notices, tenant responses, and other similar correspondences.

- Process and code invoices for payment daily. Address remittance questions, concerns, and past due payments.

- Track rent collections and initiate rent collections correspondence and phone contact with tenant.

- Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.

- Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.

- Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.

- Provide Support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.

- Process correspondence for tenants, contractors and other third parties for property management staff.

- Collect and track tenant gross sales. Follow up with tenants that struggle with reporting sales.

- Maintain and update insurance certificate files for all contractors performing work at the properties.

- Assist with the scheduling of contractor work and coordinate with tenants.

- Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies and checking mail daily.

- Maintain and update as necessary all tenant contact information, after hour access.

- Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact email address listing.

- Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, and contracts.

- Assist Property Manager with tenant and vendor relations, as required.

- Performs other duties as assigned.

Competencies:

• Must have excellent time management skills
• Self-motivated, have the ability to prioritize
• Must be a team player
• Must be detailed oriented
• Ability to follow directions

Qualifications:

• Minimum High School diploma/GED, College Degree a plus
• 2 years administrative experience in a commercial office environment
• Knowledge of office and accounting procedures
• Exceptional computer skills – MS Office Suite
• 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

Vestar is an equal opportunity employer. We celebrate diversity in our workplace and we hire the most qualified candidates without regard for age, ethnicity, gender, gender identity or expression, language differences, nationality or national origin, family or marital status, physical, mental, and developmental abilities (or the perception of a disability), genetic information, race, religion or belief, sexual orientation, skin color, social or economic class, education, work and behavioral styles, political affiliation, military service, caste, or any other characteristic protected by law.

Eligibility: Applicants must have valid work authorization that does not now and/or will not in the future require sponsorship of a visa for employment authorization in the US by Vestar.