Administrative Assistant

Administrative Assistant

The job description for the Administrative Assistant is to assist their assigned Property Manager(s) with selected facets of the operation of their properties as well as their day-to-day work schedule.

Essential Duties and Responsibilities:

• Handling incoming maintenance calls and following up on maintenance calls to contractors and tenants
• Collect, input and track tenant gross sales reports.
• Collect, input and track certificates of insurance for all tenants and vendors.
• Preparing, copying, distributing and filing all correspondence (e.g., letters, tenant memoranda, mail merges, etc.)
• Setting up and maintaining all tenant and operational files
• Maintaining current tenant directory
• Preparing tenant welcome packages
• Recording, preparing, and distributing minutes at departmental staff meetings
• Preparing and distributing narrative summaries and various reports for managers
• Maintaining and updating current answering service lists and project information lists
• Maintaining the key box in order
• Keeping management agreement books
• Making travel arrangements
• Making arrangements for seminar attendance, including check requisition
• Assisting Manager and Assistant Manager with the preparation and collection of common area maintenance reconciliations

It is intended that the Administrative Assistant works closely with the Property Manager (and Assistant Property Manager) to help form a team to properly operate the shopping center or office building. Utilizing a team approach, the Property Manager may assign tasks to an Administrative Assistant, which may not directly fall into a category outlined above. The Property Manager's and Vice President's discretion will be used to determine if the tasks are reasonable in scope.

It is intended that the Administrative Assistant position shall be a training ground for promotion to the Assistant Property Manager position if possible.

Competencies:

• Must have excellent time management skills
• Have the ability to prioritize
• Self-Motivated
• Must be detail-oriented
• Ability to follow directions
• Excel in a team environment

Qualifications:

• Knowledge of office and accounting procedures
• Exceptional computer skills – MS Office Suite
• 2-3 years administrative experience in a commercial office environment
• Excellent Customer Service skills
• Strong ability to work independently; ability to research and problem solve
• Demonstrated knowledge of phone and email procedures and etiquette
• Ability to prioritize and meet deadlines
• Strong attention to detail