The Administrative Assistant will provide first-class on-site property management services and assist the Property Manager with day-to-day responsibilities including accounts payable, work order scheduling & tracking, office administration, customer service and enhancing tenant relations.
Essential Duties & Responsibilities:
Interact with tenants and other departments to determine and resolve any tenant needs.
Prepare & Distribute Lease Administration Forms for Lease Commencements, Lease Expirations and Move-in/Move-out Forms.
Coordinate services to the building and ensure quality of services which may include Janitorial, DayPorter, Security and/or Landscaping.
Maintain Tenant and Vendor Files - both local hard copy files and digital filing on SharePoint and/or other networked folders.
Answer telephone and screen calls for appropriate personnel; greet guests and notify personnel of incoming visitors; accept deliveries/packages; maintain conference room and order office supplies.
Assist with special events coordination - broker events, tenant events, company events.
Receive work order requests (by phone or in person) and enter into web-based work order system. Monitor work orders for completion.
Maintain records for Purchase Orders, Service Contracts and Certificates of Insurance.
Visit tenant contacts at their location for the purposes of customer service.
Assist with Financial Reporting and Budgeting with the Property Manager & Accounting Department.
Responsible for timely coding and processing of invoices utilizing Accounts Payable Workflow System.
Assist with Aging Reports & Accounts Receivable collection efforts on a monthly basis.
Prepare Statements and Ledgers for Tenants.
Prepare Tenant Charge Documents.
Order uniforms for engineers.
Perform other duties as assigned.
Qualifications:
One to two years of administrative and/or property management related experience.
Minimum of high school diploma/GED Equivalent.
Experience in a commercial real estate or hospitality related industry is also preferred.
Must have a valid driver's license with proof of insurance if driving is required for the position.
Proficient in Microsoft Office (Outlook, Word and Excel). Experience with Yardi, Procure to Pay, SharePoint experience is preferred, but not a minimum requirement.