Administrative Assistant

Administrative Assistant

Vestar is a nationally recognized leader in the acquisition, management, leasing and development of retail real estate with a significant market share in the Western US. Vestar has over 30 million square feet currently under operation and management and has been acknowledged by both institutional and private-client investors as an industry leader.

Since its inception in 1989, Vestar has become synonymous with integrity and responsibility. As one of the leading privately held real estate companies in the western United States, Vestar acquires, develops and manages retail and entertainment destinations of varying size and scale that serve as destinations and community focal points.

Vestar is actively seeking a motivated and professional individual for the position of Administrative Assistant. This well-qualified individual will function under limited/moderate supervision to provide general administrative support for assigned staff in a commercial real estate field office.

Essential Duties and Responsibilities:

• Assist Property Management with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.
• Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Handle tenant, vendor and prospective tenant walk-ins
• Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies, stocking the coffee area, and organizing front and back of office.
• Collect mail and scan invoices into the Avid system.
• Code all invoices; except legal, leasing, and job cost invoices.
• Complete mailings, prepare fed ex packages, ma
• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• Provide support to Property Manager by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
• Create, update, and maintain property/tenant contact information spreadsheets both online and information booklets.
• Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.
• Maintain and update as necessary all tenant contact information, after hour access
• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Maintain all Tenant certificates of insurance and keep up to date.
• Maintain and update gross sales reporting for all tenants.
• Maintain and update all utility tracking spreadsheets.
• Review security reports and coordinate any needed work requests with onsite staff.
• Assist with the scheduling of contractor work and coordinate with tenants.
• Maintain and update as necessary all tenant contact information, after hour access
• Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, and contracts.
• Work with Marketing with receiving posters and signage and coordinate with the dayporters to install appropriately.
• Assist Property Manager as needed on special projects, such as account reconciliations, computer file organization.

Competencies:

• Must have excellent time management skills
• Have the ability to prioritize
• Self-Motivated
• Must be detailed-oriented
• Ability to follow directions
• Excel in a team environment

Qualifications:

• Knowledge of office and accounting procedures
• Exceptional computer skills MS Office Suite
• 2-3 years administrative experience in a commercial office environment
• Excellent Customer Service skills
• Strong ability to work independently; ability to research and problem solve
• Demonstrated knowledge of phone and email procedures and etiquette
• Ability to prioritize and meet deadlines
• Strong attention to detail

Vestar is an equal opportunity employer. We celebrate diversity in our workplace and we hire the most qualified candidates without regard for age, ethnicity, gender, gender identity or expression, language differences, nationality or national origin, family or marital status, physical, mental, and developmental abilities (or the perception of a disability), genetic information, race, religion or belief, sexual orientation, skin color, social or economic class, education, work and behavioral styles, political affiliation, military service, caste, or any other characteristic protected by law.

Eligibility: Applicants must have valid work authorization that does not now and/or will not in the future require sponsorship of a Visa for employment authorization in the U.S. by Vestar.

Monday - Friday 8:00 AM - 5:00 PM