Administrative Assistant

Brandywine Administrative Assistant

To perform administrative duties and routines related to the management and operation of Brandywine properties in conjunction with direction from Property Managers.

Responsibilities include:

• Maintain and organize finished copies of all written material and correspondence for the Property Manager and Assistant Property Manager.
• Assist Property Managers by maintaining updated and accurate files on all tenant related items including:
• Obtain current tenant and vendor certificates of insurance and verify compliance
• Produce rent invoices monthly and update Excel rent rolls
• Prepare standard tenant notification memos for review by Property Manager or Assistant Property Manager.
• Manage security access card programming.
• Maintain and keep current all tenant and vendor information.
• Prepare purchase orders, one-time contracts, tenant increase letters, and late fee notices.
• Assist Property Manager with new tenant move in packet.
• Maintain spreadsheet tracking tenant utility usage and Energy Star tracking. Generate invoices for miscellaneous tenant and utility bill-back charges.
• Compile reports for distribution.

Additional responsibilities include:

• Responsible for mail system and distributions at the property.
• Review vendor/supplier invoices, approves and submits to appropriate workflow in pay system.
• Assist Property Managers in maintaining positive tenant relations programs assuring good public relations and tenant satisfaction programs are in place.
• Assist Property Managers in planning tenant events (e.g., daffodil days, blood drive, ice cream social).
• Work with Property Manager to create a time-management system to ensure that proportionate time is divided between separate Property Manager's portfolios.
• Maintain stock and tend to office needs.
• Notify Property Manager and/or Assistant Property Manager of appropriate upcoming deadlines well in advance of occurrence. Maintain filing system for all routine reports and other deadlines required during a given week, month and quarter.
• Maintain a professional appearance and demeanor at all times while in the building. Cheerfully aid and assist tenants with problems when they arise.
• Performs other site or department specific duties as assigned.

Competencies & Skills:

Language Skills: Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of mathematics.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Licenses and Certifications: Three to five years related experience and/or training; or equivalent combination of education and experience. Proficient in Word or WordPerfect, Excel, PowerPoint and Microsoft Outlook.

Physical Requirements – Per OSHA:

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.

Frequent: Standing; walking; talking; hearing; using close and distant vision, color vision, peripheral vision, depth perception.

Occasional: Sitting; use of hands to feel or grasp; reaching with hands and arms; climbing or balancing; working on a ladder, stooping; kneeling; crouching; lifting objects up to 50 lbs. in weight.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; outside weather conditions; risk of electrical shock; and vibration. The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.