What are the responsibilities and job description for the Administrative Assistant position at Edens Realty, Inc.?
Established in 1966, EDENS’ purpose is to enrich community through human engagement. We are the owner, developer and steward of a nationally leading portfolio of more than 100 open-air retail and mixed-use places in high-growth markets coast to coast. We design our places to achieve 3.5 trips per week and 5 hours of dwell time, reaching over 15 million people daily.
Our Boston office is currently seeking an Administrative Assistant – Property Management. This position will report to the Director of Property Management Administration. The successful candidate will be able to effectively multi-task, be a team oriented individual familiar with a fast-paced work environment with basic knowledge of retail facility management and relevant experience in contract administration, vendor coordination, and routine property management administration. Excellent written & verbal communication skills are necessary. Must be proficient with Microsoft Office and possess experience with accounting software.
Job Description/Responsibilities:
- Work closely with Regional Property Managers on day-to-day operations.
- Provide excellent customer service, with thorough follow up when required.
- The Administrative Assistant should be able to perform the following functions:
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- Specialty Sales: collect sales data, enter in JDE system, create monthly report of Missing Sales
- Specialty Invoices for all Regions: assist with upload and invoice coding in Nexus
- Specialty Docusign: create contracts for execution
- Specialty draft and send Lease defaults, Rent commencement letters, Rent increase letters, update Tenant Manuals and Newsletters
- Specialty Tenant and Vendor COIs: Obtain, track, monitor for compliance & upload Certificates of Insurance in JONES.
- Effeciently respond to phone calls from various stakeholders, including, but not limited to customers, tenants and EDENS personnel
- Navigate accounting software package and print a variety of accounting reports (JD Edwards).
- Initiate and track all work orders, issuing instructions to vendors as required, follow up to ensure work has been completed correctly
- Update contact lists
- Draft, finalize & coordinate distribution property specific memorandums to tenants
- Draft correspondence for Regional Property Managers as requested.
- Gather & format information for RFP’s, provide supplemental clarification to vendors if needed
- Assist with creation of bidders list
- Assist and support Regional Property Managers in coordinating services, including, but not limited to, lot sweeping, pressure washing, janitorial services, security, landscaping, roofing snow removal and lighting.
- Serve as point of contact for service calls to vendors
- Notify vendor of service quality complaints and track follow up to ensure timely corrective action.
- Create maintenance calendars for each property.
- Make travel arrangements and complete expense reports for managers
- Prepare commencement letters to new tenants
- Help make collection calls when needed
- Assist with preparation of incident reports to Insurance Manager
- Send percentage rent calculations to accounts receivable
- Process tenant improvement allowances
- Process Move Out Request
- Prepare receivable adjustment via AR Portal
- Update Angus software with Building, Tenant and Vendor contacts and information
- Open work orders, verify completion, and close out work orders
- Prepare bill-back invoices to tenants.
- Open and close utility accounts
- Responsible for on-call account and change “on-call” manager over each week
- Assist Corporate Office in obtaining property specific info when an EDENS property is sold
- Assist with special projects and other administrative duties as assigned
Skills and Abilities:
- Proficiency in Microsoft Office, specifically Word, Excel and Outlook to meet reporting, correspondence and budgeting needs. JD Edwards, Angus, Nexus experience preferred.
- Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partners
- Demonstrated ability to work and think independently.
- Ability to remain calm during crisis
- Effectively communicate upward, downward and laterally
- Convey willingness to help and display positive attitude at all times
- Strong organizational skills
- Ability to prioritize workload
- Committed to producing quality work
- Demonstrate strong support of corporate goals
- Stay up-to-date with changing procedures and software to help support RPM’s
Education & Experience Qualifications
- BA/BS preferred. Minimum High School Diploma
- Minimum 2 years of administrative experience required; specific real estate or customer service experience strongly preferred.
- Proficient computer skills and ability to learn new software
- Prior experience with the following software programs is a plus: JD Edwards, ANGUS, NEXUS and Concur
- Experience in reading and obtaining basic information within leases