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 Administrations - 

• 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.