Assistant, Facility

Overview

Provide assistance in all administrative aspects of facility management, administration and reporting. Responsible for responding to tenant/customer service requests serving a portfolio of corporate properties. Compile, and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual.

Analysis and determination of information requests and follow-up. May directly assist in budget preparation and control activities.

• Coordinate with Facility team in property-related documents administration - memoranda, letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics. Ensure timeliness and accuracy of documents.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow up with tenant and/or property manager as required.
• Compile information, prepare and update reports or process other documents as required:
  Vendor Insurance Certificates, Vendor Service Contract Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Develop and maintain property filing & tracking systems for reports and documents identified above.
• Assist Facility Managers in the annual budget preparation and development.
• Administer and print various property accounting reports (as produced by the company’s accounting software) for Facility Manager review or compilation in the property monthly (or other periodic) reports – Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.
• Prepare and review vendor invoices. Date stamp, code/process for Facility Manager review/approval and enter into the accounting system.
• Oversee copying and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.
• May perform other duties as assigned.

• High School diploma or General Education Degree (GED) required
• Proficient in MS Word, MS Excel, E-Mail.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Ability to prioritize workload with an attention to detail and willingness to complete projects in a timely and efficient manner.
• Strong business vocabulary, grammar, and effective communication skills.
• Discretion regarding personnel and industry-related matters.
• Excellent interpersonal skills.
• Attention to detail.

Normal working conditions with the absence of disagreeable elements

Note:

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.