POSITION SUMMARY:

Provide general administrative support to Property Operations and onsite Asset Management. Facilitate communication between internal contacts, insurers, vendors, and tenants.

ESSENTIAL FUNCTIONS:

1. General Administration -

• Performs administrative responsibilities including (but not limited to): screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar.
• Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files.
• Assist in projects, such as electronic data management, tenant events, archiving of documents, etc.
• Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials.

2. Accounting -

• Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations.
• Research invoices and follow up with vendors as needed.
• Create reports as requested.

3. Meeting Coordination -

• Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.
• Follow up on tenant requests.

SECONDARY RESPONSIBILITES:

• Provide assistance to other department personnel and back up support as needed.
• Troubleshoot IT issues with IT department.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

Education -

• High School Diploma or equivalent.
• College coursework or degree preferred.

Professional Experience -

• Minimum of two years of administrative experience.
• Commercial Real Estate experience preferred.

Computer Skills -

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.

Mobility - N/A

Other Requirements -

• Ability to organize and prioritize work to meet deadlines.
• Ability to initiate and follow through on work independently.
• Intermediate proficiency with Microsoft Word, Excel, and Power Point.
• Excellent proofreading skills.
• Excellent written and verbal communication skills and a strong phone presence. Ability to handle internal and external calls.
• Proficiency with office equipment.
• Interest or desire to learn more about property management and/or insurance risk management.

Experience

• 2 year(s): Minimum of two years of administrative experience.

Education

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)