Admin Assistant I

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.