Administrative Assistant

Description

The Administrative Assistant is responsible for performing a wide range of administrative tasks in support of the Commercial Property Management Department, specifically supporting the Operations / Construction Group. The goal of this position is to contribute to the operating efficiency of the assigned department and/or managers. The Administrative Assistant is responsible for effectively presenting information and responding to questions from management, co-workers, vendors, and tenants.

• Prepares, edits, and tracks bid sheets, contracts, & change order forms.
• Maintains and updates files, spreadsheets, and logs with current data.
• Enters contracts and work orders into Yardi and assists in generating operational and financial reports as needed.
• Opens incoming mail and prepares outgoing mail, files, faxes, and copies documents.
• Provides cross-functional support to other departments as needed.
• Maintains electronic and hard copy filing system.
• Retrieves documents from filing system such as but not limited to iManage.
• Coordinates and schedules meetings, appointments, and business travel, including booking accommodations and when applicable though TSI/Concur.
• Generates and issues work orders to vendors as needed. Assists with onboarding new vendors by collecting required documentation (e.g., COIs, W-9s) and submitting to appropriate internal departments.
• Assists with maintaining databases and documentation related but not limited to roof warranties, vendors, trackers and sustainability records.
• Create and send out general correspondence letters to tenants and vendors.
• Helps maintain roof warranty, vendor lists, etc. Assists in searching for new vendors.
• Answer and assist with incoming phone calls in a professional and courteous manner.
• Distributes files, and logs as appropriate.

Requirements

• Experience with platforms such as TSI/Concur, iManage, Spend Dynamics, DocuSign, Dayforce, ID Plans, & GAMUT Systems is preferred, though not required.
• Keyboarding skills are required for this position, at least 40 WPM.
• Highly organized individual that demonstrates the highest standards of personal and professional integrity, adheres to company’s policies and procedures, and complies with applicable laws, government rules and regulations.
• This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience.
• This position requires at least 5+ years of prior professional experience in providing administrative support , preferably in commercial real estate.
• Advanced skills in Microsoft Word, Excel, and Outlook are required for this position.
• Associate Degree in Business Administration preferred.
• Intermediate knowledge of Yardi and Construction Manager is preferred.

Benefits

Hourly Pay Range: $35 - $44. This position is eligible to participate in the company’s annual discretionary bonus program.

We are a drug-free workplace. Pre-employment background checks and drug screening is performed on all new hires, in accordance with applicable laws and regulations.

This position is eligible as an internal promotion opportunity.

• Paid Parental Leave
• Participation in the company 401(k) plan with a company match
• Company-paid short-term and long-term disability
• Sick time
• Vacation Time, Nine Paid Holidays, Three floating holidays per year
• Company-paid life insurance equaling your annual base salary
• Tuition reimbursement opportunity
• Medical/Dental/Vision insurance (PPO)

Training + Development

Interview process

Visa Sponsorship

Security clearance