Provide administrative support to the General Manager and Property Team in order to ensure efficient operational organization.
Answer and direct all incoming phone calls. Provide assistance when possible and route calls to appropriate employees.
Greet visitors, clients and tenants.
Sort, organize and distribute all incoming mail.
Prepare and send all outgoing mail and packages including certified, overnight and special deliveries.
Type general correspondence and memos.
Update and file all documents for Vendors and Customers.
Create and maintain various filing systems in an accurate and organized manner. Review, purge and forward files to appropriate storage location in accordance with company record retention policy.
Maintain and update employee, clients and customer contact databases.
Create/update mail merge data base and prepare correspondence for large mailings.
Organize, compile and prepare reports for distribution.
Order and maintain adequate supply of departmental office supplies.
Organizes all conference room reservations.
Organize department lunches, meetings, events and business travel.
Complete required training courses.
Support other special requests or projects as requested.
OPERATIONS AND CUSTOMER SERVICE SUPPORT:
Assist with customer service requests and escalate issues to the appropriate property management staff.
Follow-up with tenants to ensure service requests are completed to their satisfaction.
Coordinate Tenant meetings, trainings and events.
Assist with coordination of Tenant move ins and outs.
Interact with Tenants to foster ongoing relationships.
Manage vendor and Tenant certificates of insurance.
Coordinate access for vendors.
Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents.
Update Building and Tenant Emergency Response Manuals.
Prepare electronic Monthly Tenant Newsletter, Daily Security and Janitorial Report
Monitor work orders in WorkSpeed and ensure all requests are responded to timely. Assist teams with updates.
Liaison between tenants and building engineers, security and janitorial.
Has strong working knowledge of the business he/she partners with, but demonstrates strong initiative to learn about other businesses. Has exposure to Property Management.
Less than 1 year of experience
High school diploma, BA/BS preferred
Business Skills, Communication, Technology Skills (Microsoft Office Suite), Mathematics & Reasoning Ability, Leadership, and Project Management
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Jones Lange Lasalle Inc.