Seeking a keenly organized individual with a strong customer service focus. Under general supervision, the Administrative Assistant handles the routine and daily work of the Property Management office. Interfaces with tenants, clients, and service providers to relieve the Property Manager of clerical work and minor administrative and business detail by performing the following duties. Customer service and administrative experience is essential. Commercial Real Estate management experience is a plus.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answers phone with a smile and greets visitors to the office.
• Processes tenant work order requests and follows up on work completed. Takes appropriate action in accordance with lease requirements, established policies, and procedures.
• Coordinates internal staff as well as outside vendors to complete work orders as well as general maintenance and repairs.
• Interfaces with vendors regarding invoicing, billing questions, and payments.
• Maintains property and administrative files (both physical and electronic) and assists in the preparation of third party documents, Service/Vendor Contracts, Construction contracts, and project documents. Assists in keeping documents moving through draft process to full execution. Tracks progress.
• Performs a variety of administrative tasks for property management office including answering phones, drafting and distribution of correspondence, expense reporting, coordination of meetings, filing, and copying.
• Maintains property, tenant, and vendor contact listings for Property Manager.
• Handles the vendor set up process on behalf of property management, including coordinating W9, certificate of insurance and signed work agreements. Follows up with vendor through contract completion.
• Assists in the distribution of monthly rent statements and collections.
• Maintains service contracts and insurance certificates and monitors expiration dates in accordance with prescribed standards. Tracks service contracts and ensures they are current and compliant.
• Handles parking pass and employee pass distribution. Keeps database accurate and up to date.
• Handles coding, receipt collection and processing of corporate credit card expenses and submits in a timely manner.
• Assists in the leasing process in capacities that do not require a Real Estate License.
• Assists Assistant Property Managers, Property Managers, Area Manager and Regional VP in special projects or initiatives as needed.
• Occasional travel to properties when needed.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities but may provide informal guidance and/or training to coworkers. May coordinate work order priorities for Maintenance Technicians.

EDUCATION AND EXPERIENCE

• Office Administration and customer service experience required.
• Background in property management a plus.

CERTIFICATIONS, LICENSES, REGISTRATIONS

None required.

COMMUNICATION SKILLS

• Positive and clear communicator with a smile in his or her voice.
• Ability to diffuse occasional challenging situations with upset tenants or vendors.
• Ability to read and interpret documents such as reports, policies and procedures, safety rules and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to produce high quality business written communication without grammatical or spelling errors.

COMPUTER SKILLS

• Intermediate to advanced skills with Microsoft Office Suite required.
• Ability to learn computer programs quickly.

OTHER SKILLS

• Strong customer service skills. Ability to remain calm and handle situations that need resolution.
• Strong interpersonal and problem-solving skills.
• Basic analytical and mathematical skills required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Interior office environment requires sitting for extended period of times, standing, and occasional lifting up to 20lbs.