Assistant, Facility

Description

• Coordinate with Facility team in property-related documents administration - memoranda, letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics. Ensure timeliness and accuracy of documents.
• Administer and print various property accounting reports (as produced by the company’s accounting software) for Facility Manager review or compilation in the property monthly (or other periodic) reports – Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow up with tenant and/or property manager as required.
• Prepare and review vendor invoices. Date stamp, code/process for Facility Manager review/approval and enter into the accounting system.
• Develop and maintain property filing & tracking systems for reports and documents identified above.
• Compile information, prepare and update reports or process other documents as required: Vendor Insurance Certificates, Vendor Service Contract Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Assist Facility Managers in the annual budget preparation and development.
• Oversee copying and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.

Requirements

• Excellent interpersonal skills.
• High School diploma or General Education Degree (GED) required
• Strong business vocabulary, grammar, and effective communication skills.
• Attention to detail.
• Proficient in MS Word, MS Excel, E-Mail.
• Ability to prioritize workload with an attention to detail and willingness to complete projects in a timely and efficient manner.
• Ability to work independently with minimal supervision.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance