Admin Assistant I

ESSENTIAL FUNCTIONS:

• 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.

• 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.

• 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 including Microsoft Office applications (Word, Excel, Outlook, Powerpoint 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.