We are partnering with a reputable and professional Commercial Property Management firm in Santa Ana to find an Administrative Assistant for a direct hire position. The ideal candidate will possess exceptional attention to detail, polished communication skills, and the ability to work independently with a proactive approach. In this role, you'll report directly to the Director of Risk Management and provide support to the entire team as needed, contributing wherever you can make a difference.
The Administrative Assistant will be responsible for but not limited to:
Maintaining Tenant Files and Tenant Contact Information: (1) Preparing new files - digital and paper files, (2) Scanning documents, (3) Filing tenant correspondence, (4) Updating rosters for each project as needed or directed.
Collecting, reviewing, tracking, scanning and filing tenant insurance certificates and endorsements. This includes lease review, written correspondence with tenants, insurance brokers, upper management and setting up monthly meetings with Director for status review.
Updating List of Additional Insured Entities for Tenant and Vendor Insurance.
Tracking, collecting, inputting data into an Excel template, and maintaining Tenant Gross Sales reports for each project.
Tracking and preparing percentage rent calculations, preparing percentage rent billing letter and billing adjustment.
Collecting, reviewing, tracking, scanning and filing Vendor Insurance Certificates, Service Agreements and Vendor information.
Distributing department mail daily.
Preparing postal stamps, preparing and mailing all correspondence for the department.
Code stamping all invoices for coding and distributing to appropriate PM staff.
Stamping and coding all utility invoices for approval.
Assisting in Budget and Cam Rec process. Entering new budget estimates into Accounting system, preparing budget books for staff.
Preparing, mailing and tracking special event license agreements for execution.
Preparing, mailing and tracking Vendor Service Agreements for execution.
Preparing correspondence, documents, memos, emails and faxes as directed.
Updating Exclusive/Restriction Listing in the common computer drive.
Creating, filing and maintaining insurance claims files and legal files.
Boxing & documenting files to be sent to archives, maintaining and retrieving Property Management archive files in the company's general archives.
Oversee the Notice of Non-Responsibility form: preparation, notarization and overnight for recording and track confirmation receipts/posting at property.
Order credit reports as requested.
Processing mass mailings for the Property Management Department.
Providing back up support answering phones as needed.
Opening the office door for guests as needed.
Assisting others with special projects as needed.
Qualifications for the Administrative Assistant:
Strong Microsoft Word, Excel, and Outlook skills.
Professional written and verbal communication skills.
Experience answering phones.
Meticulous attention to detail.
Proven ability to manage documents (both paper and digital files).
Strong data entry experience.
Independent & can take initiative, while also being collaborative & a team player.
Experience in property management, commercial real estate and/insurance would be beneficial.