Property Administrative Assistant, Phillips Point (Commercial Office)

Responsibilities
Industry leader, Related Companies, has a great career opportunity for an exceptional experienced Property Administrative Assistant to support the Management Department in our Phillips Point, West Palm Beach, FL office.
This position serves as all administrative support at Phillips Point as assigned by the General Manager. The majority of tasks require independent planning and prioritization. The Property Admin must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.
The successful candidate's responsibilities will include, but not be limited to:

• Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement to pay, and property budget
• Preparation, coordination and management of lease agreements, center operating contracts, associated work permits, insurance requirements, and various management logs
• Ensure all team members have access to the tools they need for their jobs, including office supplies and equipment, hardware, software, telephone and internet and IT support.
• Manage relationships with office building management, vendors and consultants.
• Be a welcoming resource for everyone that calls or emails
• Organize company electronic and paper file systems, databases and records.
• Assisting with updating client contact spreadsheets
• Develop and maintain methods for quick compilation of key information required for team members, vendors and consultants.
• Plan and attend select meetings, take notes, prioritize takeaways and follow-ups, including bimonthly team meetings
• Working with facility management, requesting service as needed and alerting the team of any drills or changes to the environment
• Assist and organize companywide events, such as annual holiday party and company outings
• Provide general administrative support and projects as directed
• Must be able to adhere to business hours with occasional support during non-traditional hours

Office Services:

• Ensures the entire office, from the meeting rooms to the copy areas are properly maintained and remain representative of the Related brand
• Works with appropriate partners to effectively maintain presentation and seating standards for the management office.
• Oversee inventory and management of office supplies.
• Identifies facilities issues and concerns and coordinates with Facilities Manager to address in a timely manner.
• Oversees conference room booking system. Provides training to newly hired associates.
• Manage mailroom operations to ensure timely processing of all incoming and outgoing mail.
• Anticipates office needs and is proactive about addressing them.
• Develop and maintain effective communication and working relationships with department heads, EAs, Facilities, building management and vendors.
• Create presentation decks, analyze event performance, and prepare metrics reporting for executive review
• Manage office services budget and process invoices as required.

Qualifications

• 2+ years prior experience in a fast-paced office environment in a similar role, preferably in real estate
• Knowledge of administrative procedures, customer service principles and practices
• Excellent communication skills both verbal and written
• Strong organizational and interpersonal skills with attention to detail
• Aptitude for understanding financial reports and extracting information
• Strong working knowledge of various computer software such as Microsoft Office including Outlook, Word, Excel, PowerPoint, and SharePoint, JD Edwards and Web based input software.
• A positive proactive attitude and willing to take on more responsibility as they grow into the role
• Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants and co-workers
• Ability to prioritize, coordinate, multi-task and demonstrate initiative
• Bilingual Spanish a plus

Benefits:

• Personalized Health Care: Multiple medical, dental, and vision plan options; Employee Assistance Program
• Financial Benefits: Competitive salary and incentive packages; matching 401(k); FSAs and HSA; employer-paid life and AD&D insurance; paid leave & disability programs
• Social Wellness: 19+ days of PTO; mental health counseling & resources; fertility, surrogacy, and adoption assistance; volunteer days and donation matching
• Career Development: Learning & training programs; tuition & certification reimbursement; internal advancement opportunities

Related values diversity in backgrounds and experiences. We are proud to be an equal opportunity employer and are deliberate about the team and culture we are building. We aim to ensure competitive total compensation that is commensurate with experience, workplace geography, and market standards.
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Overview
Formed in 1972, Related is the most prominent privately-owned real estate firm in the United States. Headquartered in New York City, the company has offices and major developments across the world. Related owns and manages a premier portfolio of assets valued at over $60 billion, including the 28-acre Hudson Yards neighborhood on Manhattan's West Side.
Related believes in investing in its talent and cultivates a positive, team-oriented environment where every voice is valued. Employees are encouraged to boldly take on new challenges, transcend the status quo, and demonstrate strong entrepreneurial spirit. In its relentless commitment to excellence, Related works to foster an innovative approach in its team members so that they can positively impact the communities in which they conduct business. Learn more about Related at www.related.com.
Related Southeast is dedicated to building well-connected and culturally enriched communities. For over two decades, Related Southeast has worked to develop dynamic neighborhoods that are inclusive, innovative, and vibrant. With completed and ongoing developments in West Palm Beach, including The Square, 360 Rosemary, and One Flagler, Related Southeast is making long-term investments to transform and support local communities. Learn more about Related Southeast at www.relatedsoutheast.com.