Administrative Assistant

<p><span data-contrast="auto"><br>Under general supervision, the Administrative Assistant handles the routine and daily work of the Property Management office. Our Administrative Assistant will interface with tenants, client and service providers to relieve the Property Manager of clerical work and minor administrative and business detail by performing the below duties.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></p> <p><strong><span data-contrast="auto">Responsibilities</span></strong><span data-contrast="auto">:</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></p> <ul> <li><span data-contrast="auto">Perform a variety of administrative tasks for property management office including phone support, drafting and distribution of correspondence, expense reporting, calendar maintenance and scheduling, coordination of meetings, filing, and copying.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Upon receipt, review and process incoming system work orders and takes appropriate action in accordance with established policies and procedures.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Maintain property, tenant, and vendor contact listings for Property Manager.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Maintain service contracts, tenant leases, and insurance certificates and monitors expiration dates in accordance with prescribed standards.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">May initiate rent collections correspondence with tenant.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Assist in the coordination of tenant newsletter, events and appreciation packages.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Code and input invoices into accounting system and forwards original invoices to the Accounting department for payment on a regular basis.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Maintain property and administrative files and assists in the preparation of: </span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span> <ul> <li><span data-contrast="auto">Third Party documents</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Service/Vendor Contracts</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Construction contracts and project documents</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">General correspondence as directed </span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span>  <span data-ccp-props="{"134233117":true,"134233118":true,"335559685":0}"> </span></li> </ul> </li> </ul> <p><strong><span data-contrast="auto">Desired Competency, Experience and Skills: </span></strong><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></p> <ul> <li><span data-contrast="auto">High School Diploma or General Education Degree (GED) required.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Associates Degree or higher preferred.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">2+ years of office administration experience required.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Background in property management preferred. </span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Ability to read and interpret documents such as reports, policies and procedures, safety rules and ask clarifying questions to ensure understanding.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Ability to write routine reports and correspondence. </span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Ability to respond to common inquiries or complaints from client, vendors, tenants and supervisors.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Ability to effectively present information to small or large groups.</span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Intermediate to advanced skills with Microsoft Office Suite required. </span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Strong interpersonal and problem solving skills. </span><span data-ccp-props="{"134233117":true,"134233118":true}"> </span></li> <li><span data-contrast="auto">Basic analytical and mathematical skills required.</span><span data-ccp-props="{"134233117&a