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