Administrative Assistant

Job Title: Admin Services Coordinator/Administrative Assistant

Location: Houston, TX 77056

Duration: 4 months - Temp to perm

Hours: M-F 8-5

Summary:

As an Administrative Services Coordinator/Administrative Assistant, you will provide administrative support to a department or manager. You’ll answer, screen and forward telephone calls, greet customers and resolve customer complaints.

Resource's typical working day:

• Administrative Tasks: General office support including document handling, filing, and coordination of routine tasks.
• Phone Support: Answering incoming calls, directing inquiries, and providing assistance to internal and external stakeholders.
• Email Correspondence: Managing inbox communications, responding to inquiries, and maintaining professional email exchanges.
• Performs a variety of administrative tasks for assigned staff including but not limited to phone support, draft, preparation and distribution of correspondence, expense reporting, calendar and scheduling, meeting coordination, filing and copying, etc.
• Maintains tenant, vendor and property files, including insurance certificates, lease abstracts, etc. in accordance with prescribed standards.
• Opens work orders and coordinates and monitors status of work assigned to vendors.
• Prepares internal lease administration documents such as lease abstracts as directed. Assists in lease administration activities including lease set up, lease changes, reporting etc.
• Codes invoices for payment, inputs into accounting system and forwards original invoices to accounting for payment. Prepare A/R status worksheets and reconcile A/R.
• May initiate rent collections correspondence and phone contact with tenant where permitted by state regulations.
• Administers accounts payable and accounts receivable. Codes invoices for payment, inputs into accounting system and forwards original invoices to accounting for payment.

Must Have Skills:

• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Ability to effectively present information to an internal department.
• Requires basic knowledge of financial terms and principles.
• Ability to calculate simple figures such as percentages.
• Ability to understand and carry out general instructions in standard situations.
• Ability to solve problems in standard situations. Requires basic analytical skills.

Years of Experience: 0-2 years of experience and/or related field

Education: GED/HS

Software skills:

- Microsoft Suite

- Basic Computer function

- Email Management

Interview Process: 1 virtual and/or onsite