Administrative Assistant

Job Description

Job Description

Our commercial real estate client is seeking an Administrative Assistant to join their team immediately in a temp capacity with the potential to convert to fulltime. The Administrative Assistant will assist in directing and coordinating activities of on-site outpatient medical property management. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and client/owner relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts. Position Responsibilities Job responsibilities include but are not limited to: Answer management phones and assist with tenant needs Respond to inquiries by providing routine information and or taking and delivering messages Receive, distribute, and review all purchase orders, track purchase orders in Workspace, alert management of any problems or unresolved purchase orders, and run monthly reports Coordinate special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives etc Maintain inventory of office supplies and property staff directory Monitor outside vendors for compliance of contracts and certificates of insurance Assist with preparing and administering service agreements Establish and maintain record keeping and filing systems; classifies, sorts and files correspondence for tenant files and other documents Responsible for accounts payable, accounts receivable and reporting Organize and code invoices Assist Chief Engineer with update of electrical analysis worksheet as utility invoices are received Responsible for issuing Purchase Orders (POs), tracking, and assigning the POs to invoices as they are processed for payment Compiling and reviewing Tenant Billings and other miscellaneous charges Provide management team with aged delinquency reports and send delinquency letters POSITION REQUIREMENTS Must have a minimum high school education. Associate’s or Bachelor’s degree preferred Minimum of 2 years previous office / administrative experience, commercial property management experience a plus Experience with MRI and Yardi software a plus Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases a plus Possess professional demeanor and excellent interpersonal and