PURPOSE OF POSITION: The Administrative Assistant (AA) assists the Property Manager, Senior Property Manager and Vice President of MMC with clerical support and day to day administrative and financial functions for the property management department while enhancing positive tenant relations.
SPECIFIC RESPONSIBILITIES: Specific responsibilities include but are not limited to:
Receives and initiates phone interaction with tenants, vendors and in-house personnel concerning property issues
Research property/tenant issues thoroughly, report issues to Property Manager
Prepare and process invoices (tenant direct expense)
Updates and tracks tenant (out of state) and vendor insurance certificates
Prepare purchase orders
Maintain tracking programs and reports on JDE and on Excel (HVAC contracts, security and fire alarms, etc.)
Assist Assistant Property Manager with A/R, Tenant move-in and move-out activities, repair follow-up and file maintenance
Type correspondence, photocopy, transmit items via facsimile and/or email, prepare envelopes, overnights packages, etc.
Complete special projects as needed
Scan, name and e-file
Assemble and maintain uniform files for tenants and vendors