Administrative Assistant II - Corporate Operations

POSITION SUMMARY:

Responsible for providing general administrative support, oversight, and organization to Corporate Operations, Property Operations, and other departments, as needed.

ESSENTIAL FUNCTIONS:

1. Administrative Support – Corporate Operations Duties

• Screen, direct, and facilitate phone and email communication from internal and external contacts. Create correspondence based on various communication. Liaise with employees, vendors, tenants, etc.
• Assist with the processing, coding, submitting, and tracking of invoices and purchase orders in Yardi Voyager system. Research invoices and follow up with vendors as needed.
• Assist with Company vehicle program. Maintain vehicle records, disseminate material (registrations, inspection requests, etc.), coordinate requests from vehicle vendor. Help facilitate vehicle deliveries and sales.
• Assist with maintaining vendor and tenant insurance records. Reviewing and submitting insurance, updating insurance database, screening questions from vendors and tenants.

2. Administrative Support - Property Operations Duties

• Maintain filing/record systems (electronic and physical). Ensure data in vehicle, insurance, and other systems are accurate and up to date. Add and delete employees from various systems.
• Coordinate stationery/business card, hard hat, safety vest, and other item orders for Property Operations.

3. Additional Duties

• Maintain employee calendars (accept/reject meeting invitations) and schedule meetings.
• Obtain signature on important documents.
• Arrange travel (hotel, flights, car) upon request.
• Process expense reports, as needed
• Collect and distribute mail and packages.
• Perform special projects as assigned.

 

SECONDARY RESPONSIBILITIES: 

• Provide administrative back-up as necessary to other teams (mail, switchboard, etc.).
• Perform other job-related duties as assigned.

 

QUALIFICATIONS: 

Education: High School Diploma or equivalent.  Some college preferred.

Professional Experience: Minimum of five year of administrative experience.

Computer Skills: 

• Advanced PC skills using Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.

Mobility: N/A

Other Requirements: 

• Focused, Detail-oriented, with strong organizational skills.
• Excellent time management and prioritization skills.
• Ability to initiate and follow through on work independently.
• Requires excellent oral/written communication and interpersonal skills.
• Ability to work well with management and staff as well as external company contacts.
• Excellent telephone etiquette to project a positive company image.
• Excellent customer service capability with both internal and external customers.