Administrative Assistant

Administrative AssistantThe Administrative Assistant provides administrative, secretarial support in the areas of property management, contract administration, accounting, and general office and reception functions. Responsible for regular support to assigned tasks of an administrative nature that ensure adherence to all pertinent objectives outlined for the support to the entity assigned and/or company.Essential Duties & Responsibilities:Assist Property Manager with all tenant request/inquiries to ensure tenant needs are met per the leaseInterface and communicate with tenants and vendors dailyAssist in coordinating and scheduling in house maintenance work and tenant requestsAssist in the ordering of janitorial supplies for all propertiesReport and document all incident reports and police reports for all propertiesKeep an accurate account of all card readers/keys issued to employees/tenantsHelp coordinate housekeeping services necessary for guest staysAssisting the property manager coordinate vendor service calls, meetings to discuss quotes and work to be done, and other various visits. Follow-up calls and emails to the vendorsManage the vendor contract process; serve as the primary contact for vendors regarding all maintenance contract issuesDraft all vendor contracts, change orders and work ordersDistribute contracts to vendors for execution and follow-up to ensure a timely returnE-file all contract drafts and fully executed copiesEnsure the collection, review, and maintenance of any required certificates of insurance, worker's compensation insurance, and other required documentsVerify Contractor performance and work completion for purposes of paymentCorrespondence and Phone support; Fax, email, scanning documents, answering phones and taking messagesGreet guests and visitors to officeMaintaining schedule for conference room usageCoordinate all incoming and outgoing mailMaintaining necessary maintenance supplies, ink for printers, general office supplies,and kitchen suppliesCoordinate all incoming and outgoing mail for through FedEx, UPS, GSO, OnTrac, and any other necessary method. This includes packaging items to ship, creating labels, sorting incoming mail, and monitoring the shipping suppliesAssist in filing of documents in their physical filing system and on their serversProviding support for security guards to take breaks and lunchChecks all timesheets for accuracy in regard to time, codes and propertiesEnters all timesheet information into labor spreadsheets including maintenance tech, date, property code, maintenance code and time spent completing workSorts all spreadsheet information by property code and multiplies it by the labor rate depending on regular time or overtimeLabor allocations are provided to accounting department for CAM purposesMinimum Qualifications:1-3 years of experience in an administrative support role is requiredMust have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence. Capable use of English grammar, proofreading/editing and spelling is requiredComputer skills and familiarity with Microsoft Office Suite productsBenefitsVanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.Posted Salary Range: USD $23.00 - USD $25.00 /Hr.