Admin Assistant I

Corporate Office Properties Trust Columbia , MD 21044

Posted 5 days ago

POSITION SUMMARY:

Provide general administrative support to Property Operations and onsite Asset Management. Facilitate communication between internal contacts, insurers, vendors, and tenants.

ESSENTIAL FUNCTIONS:

1.General Administration -

  • Performs administrative responsibilities including (but not limited to): screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar.

  • Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files.

  • Assist in projects, such as electronic data management, tenant events, archiving of documents, etc.

  • Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials.

2.Accounting -

  • Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations.

  • Research invoices and follow up with vendors as needed.

  • Create reports as requested.

3.Meeting Coordination -

  • Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.

  • Follow up on tenant requests.

SECONDARY RESPONSIBILITIES:

  • Provide assistance to other department personnel and back up support as needed.

  • Troubleshoot IT issues with IT department.

  • Perform other job-related duties as assigned.

QUALIFICATIONS:

Education -

  • High School Diploma or equivalent.

  • College coursework or degree preferred.

Professional Experience -

  • Minimum of two years of administrative experience.

  • Commercial Real Estate experience preferred.

Computer Skills -

  • PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.

  • Ability to adapt to new or changing software programs.

Mobility - N/A

Other Requirements -

  • Ability to organize and prioritize work to meet deadlines.

  • Ability to initiate and follow through on work independently.

  • Intermediate proficiency with Microsoft Word, Excel, and Power Point.

  • Excellent proofreading skills.

  • Excellent written and verbal communication skills and a strong phone presence. Ability to handle internal and external calls.

  • Proficiency with office equipment.

  • Interest or desire to learn more about property management and/or insurance risk management.

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