ADMINISTRATIVE ASSISTANT

Job Description

Job Description

Position Summary: The Administrative Assistant (AA) will work closely with the property management team to assist in overseeing all aspects of the building’s general operations. The AA will perform administrative duties related to the operation of the properties which include but are not limited to responding to tenant requests, troubleshoot property-related issues, working with vendors, data entry, collection of certificate of insurance, and preparing notices. The qualifications and essential functions listed below 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.

 

Core Competencies:

• Excellent interpersonal, customer service, analytical, critical thinking and problem-solving skills.
• Ability to multitask, adapt quickly to change and deliver projects within deadlines.
• Extremely organized, detail-oriented, accurate and thorough.
• Ability to work independently, as well as collaborate with cross-functional teams.
• Amazing oral and written communication skills.
• Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information.
• Knowledge of property management industry as it relates to facilities.

 

Position Responsibilities:

• Answers and directs phone calls.
• Receives and distributes office mail.
• Assisting in processing daily invoices, tenant bill-backs and preparation of check requests.
• Reviewing and ensuring the accuracy of accounts payables.
• Support manager in pre-posting of monthly rent roll and distribution of monthly rent statements.
• Providing follow-up with tenants on delinquencies and updating accounts receivable notes and watch list.
• Preparing tenant notifications for property activities and lease compliance.
• Monitor and maintain properties in work order system for service calls and ensuring timely completion.
• Contribution in preparing all required legal notices, including 3-day notices and notice of abandonment.
• Assisting the Property Manager with vendor bidding and service contracts, implementing the approved operating and capital budgets, resolving property management issues, preparing and distributing monthly reports and assisting with property management, accounting, marketing and construction needs.
• Preparing and processing new vendor set up forms.
• Interfacing with tenants and vendors on repair and maintenance issues.
• Assisting Tenants with online Tenant portal for rent payments and work order requests.
• Assisting with property inspections.
• Assisting with tenant move ins and move outs.
• Assisting with annual budget preparation.
• Collecting, reviewing and updating tenant and vendor insurance certificates.
• Assisting in the planning of tenant appreciation events. 
• Maintaining fire life safety tracking and HVAC inventory spreadsheets.
• Preparing and filing Notices of Non-Responsibility.
• Saving electronic files on corporate shared drive. 

 

Role Qualifications:

• Minimum of 1-3 years of relevant experience.
• Strong computer skills including advanced MS Office Suite.
• High School Diploma (or equivalent) required.
• Bachelors Degree preferred, but not required.

 

Supervisory Responsibilities: 

• None.

 

Compensation and Benefits: 

• Competitive Compensation (DOE)
• Commission Plan (if applicable)
• Paid Time Off (PTO), PSL (Paid Sick Leave) and Holiday Pay
• Flexible Summer Schedules
• Health Insurance Benefits (Medical, Dental, Vision, Life)
• 401(k) Plan

Physical Demands and Work Environment:

The physical demands and work environment characteristics 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 essential functions.

 

Physical demands:  While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/ or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 

Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate and consistent with an office environment.