Administrative Assistant

Reports to: Director of Property Management The Retail Connection in San Antonio is seeking an administrative assistant to provide critical support to the commercial property management team by managing daily operations and assisting with basic accounting duties. The role is ideal for an initiative-taking professional who is highly organized and comfortable working with multiple people and numbers. Key duties include coordinating with tenants and vendors, managing work orders and invoices, and assisting with lease administration and financial reporting. Key Tasks for Role: Records Management: Maintain detailed and organized historical financial records, including vouchers, invoices, and correspondence. Vendor communication: Interacting with vendors to ensure invoices and proper back up are received and tracked. Information management: Create and maintain electronic and physical filing systems, manage databases, and handle data entry. Track/maintain tenant certificates of insurance and check for accuracy against each tenant’s Lease. Track/maintain vendor certificates of insurance. Recording tenant’s gross sales. Document preparation: Prepare, proofread, and edit documents, and monthly reports. Process improvement: Continuously look for ways to improve efficiency and accuracy. AP Invoice processing: Receive, verify, and accurately enter invoices into accounting software (e.g., MRI, Yardi and Nexus). Reconcile invoices, ensuring all necessary documentation and approvals are obtained across the property portfolio. Organization: The ability to manage multiple tasks and prioritize effectively is crucial for keeping operations running efficiently. Communication: Excellent verbal and written communication skills are necessary for interacting with colleagues, clients, and vendors. Attention to detail: Meticulous mindfulness is required for tasks such as data entry, proofreading, and managing schedules. Problem-solving: The role requires adaptability and the ability to manage issues as they arise. Computer proficiency: Proficiency with office software, including word processing, spreadsheets, and database management, is expected. Experience with property management software like MRI, Nexus and Yardi or similar platforms is preferred. #J-18808-Ljbffr