What are the responsibilities and job description for the Administrative Assistant position at Westwood Financial?
Job Summary
The Administrative Assistant for the Property Management Department is responsible for assisting the property managers in maintaining the day-to-day operations of a portfolio of commercial properties. The Administrative Assistant facilitates the efficient operation of the Property Management Department by performing a variety of clerical and administrative tasks, will have exceptional analytical and communication skills, and must be a self-starter.
Key Responsibilities
- Maintains filing systems as assigned.
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
- Responds to and resolves administrative inquiries and questions.
- Prepare notices to Tenants regarding construction and delinquent payments.
- Prepare Deal Sheets and other backup forms for lease renewal and assignments.
- Review required insurance certificates when necessary.
- Assist assigned Property Manager in an administrative function to complete team projects in a timely manner
- Assist in collecting and tracking COI and gross sales as necessary; review COI’s for proper coverages/additional insureds.
- Assist with ensuring all move-in/move-out paperwork is completed correctly and has been approved by the property manager as well as entered into on-site property management software system.
- Works with property manager to minimize expenditures, maximize revenues and adhere to budgeted cost parameters.
- Review and coding of vendor invoices.
- Coordinate document preparation and inter-office correspondence with Corporate office.
Qualifications (Knowledge/Skills/Abilities/Experience)
- 2-3 years of experience in Commercial Real Estate with an emphasis on retail properties
- Experience with MRI is a plus
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail.
- Basic understanding of clerical procedures and systems such as recordkeeping and filing.
- Ability to work independently.
Working conditions
- Prolonged periods sitting at a desk and working on a computer.
Reports To
Senior Property Manager