Administrative Assistant

The Administrative Assistant is responsible for performing a wide range of administrative tasks in support of the Commercial Property Management Department, specifically supporting the Operations / Construction Group. The goal of this position is to contribute to the operating efficiency of the assigned department and/or managers. The Administrative Assistant is responsible for effectively presenting information and responding to questions from management, co-workers, vendors, and tenants.

CORE RESPONSIBILITIES:

Highly organized individual that demonstrates the highest standards of personal and professional integrity, adheres to company's policies and procedures, and complies with applicable laws, government rules and regulations.

Opens incoming mail and prepares outgoing mail, files, faxes, and copies documents.

Create and send out general correspondence letters to tenants and vendors.

Answer and assist with incoming phone calls in a professional and courteous manner.

Enters contracts and work orders into Yardi and assists in generating operational and financial reports as needed.

Helps maintain roof warranty, vendor lists, etc. Assists in searching for new vendors.

Assists with maintaining databases and documentation related but not limited to roof warranties, vendors, trackers and sustainability records.

Prepares, edits, and tracks bid sheets, contracts, & change order forms.

Generates and issues work orders to vendors as needed. Assists with onboarding new vendors by collecting required documentation (e.g., COIs, W-9s) and submitting to appropriate internal departments.

Coordinates and schedules meetings, appointments, and business travel, including booking accommodations and when applicable though TSI/Concur.

Maintains and updates files, spreadsheets, and logs with current data.

Retrieves documents from filing system such as but not limited to iManage.

Distributes files, and logs as appropriate.

Maintains electronic and hard copy filing system.

Provides cross-functional support to other departments as needed.

Other duties as assigned.

QUALIFICATIONS:

Education:

This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience.

Associate Degree in Business Administration preferred.

Experience:

This position requires at least 5+ years of prior professional experience in providing administrative support , preferably in commercial real estate.

Skills:

Advanced skills in Microsoft Word, Excel, and Outlook are required for this position.

Keyboarding skills are required for this position, at least 40 WPM.

Intermediate knowledge of Yardi and Construction Manager is preferred.

Experience with platforms such as TSI/Concur, iManage, Spend Dynamics, Docu Sign, Dayforce, , & GAMUT Systems is preferred, though not required.