POSITION SUMMARY

This individual must be able to manage a variety of information and tasks throughout the day, as well as special projects as assigned. This position requires excellent communication skills; the ability to keep everyone on the team informed of all pertinent information and is outgoing. This position requires self-motivation and the ability to work with multiple people while staying organized. Requirements will include proactively providing clerical and administrative support by performing the tasks below.

ESSENTIAL FUNCTIONS

Provide high level administrative support to the team. Works directly with the facility manager, assisting with a variety of duties, including, but not limited to:

• Compose type, format, and distribute reports and other correspondence

• Compose email messages, correspondence, and cancellations letters as requested

• Notify client related staff and tenants of vendors’ scheduled visits in advance

• Assist facility managers to schedule vendors’ onsite visits for all jobs/tasks

• Maintain calendar, scheduling meetings and appointments for vendors

• Assist facility manager with the preparation and distribution of financial reports to clients

• Provide significant assistance with the budgeting process and variance analysis

• Manage and provide assistance to the creation and execution of the lease process

• Direct vendor follow up and coordination with clients after performance of work

• Process and fulfill tenant requests for special or extra services

• Keep everyone on the team informed of all pertinent information

• Handle a variety of information and tasks throughout the day

• Perform miscellaneous activities and special projects as assigned

• Read and understand real estate related documents (preferred)

• Process and track vendor invoices for manager approval

• Process monthly rent statements and submit to tenants as required

• Prepare service contracts as needed

• Receive, create, dispatch and track all incoming service requests using work order management system

• Maintain/track/update certificates of liability insurance for service vendors and tenants

• Handle a high volume of tenant and client requests/special projects

• Answer phone calls and vendor/client related questions

• Prepare and calculate annual CAM reconciliations

• Prepare, proofread, edit, and finalize incoming and outgoing documentation, emails and reports

• Stay informed of the client’s day-to-day needs and ongoing projects to ensure uninterrupted service when covering for the facility manager

TYPICAL WORKING ENVIRONMENT

Business/office working environment Requires ability to operate a keyboard and spend prolonged periods of time working at a P.C. monitor, excellent written and verbal communication skills.

QUALIFICATIONS

Education: Qualified candidate must have a high school diploma.

Desired Experience: Two to three years related experience and training as an Administrative Assistant.

Skills and Knowledge:

• Professional demeanor and strong verbal and written skills

• Computer skills necessary: Word, Excel, Outlook, PowerPoint, and Microsoft Project.

• MRI, Workspeed and Nexus knowledge a plus

• Candidates must understand and demonstrate internal customer service

• The ability to handle confidential information.

• The candidate must have an appropriate level of assertiveness, a sense of confidence in dealing with difficult issues. Strong verbal and written skills are a must.

• Requires self-motivation and the ability to work with multiple people on multiple projects, while staying organized.

This Job Description is intended to represent the general nature and level of work performed by individuals assigned to this job. It is not meant to be an exhaustive or complete list of all responsibilities and may be subject to revisions or exceptions at any time at the discretion of management.