Administrative Assistant (Property Management)

Overview: Provides administrative support to CEO, Vice President, Property Management, and the CFO

Responsibilities:

CEO Responsibilities:

• Assists with coordination of CEO travel arrangements
• Assists with Theatre schedules and renewals, exchanges, purchases
• Makes appointments for CEO
• Maintains filing system for CEO
• Updates CEO's calendar & phone book

CFO Responsibilities:

• Assist accounting dept with property management input, Sage cash receipts, delinquency, reports, tenant move in/out, enters miscellaneous charges to tenant ledger.

Foundation Responsibilities

• Perform internet research on various topics, including philanthropic interests and preparation of executive summaries for CEO
• Supporting CEO with donation requests, interviews, spreadsheet management,

Property Management:

• Prepare work orders, contracts, blue slips as needed
• Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders
• Assist in preparation of Budgets and CAM Reconciliations.
• Prepare correspondence to tenants as needed including partial payment letters, lease renewals, rent increases, late payment letters.
• Assists with tenant calls including HVAC problems, transient issues, etc.
• Assists with review of tenant and vendor insurance certificates and filing; follows up with tenants/vendors regarding expired
• Maintain filing system

Human Resources:

• Updates voicemail, telephones, office lists, inboxes, file folders, etc. when there is a new employee. Also, responsible for training new employees on phone procedures and basic office functions.

Front Desk Coordination

• Answers incoming calls (very few per week)
• Greets visitors and escorts to conference room (if applicable)
• Accepts incoming deliveries

Office Organization/Decorum:

• Handles coordination of special events, holiday planning and other projects as requested;
• Coordinates office organization and housekeeping functions with office staff
• Ensures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairs

Typing:

• Correspondence for CEO and Vice President
• Contracts, proposals, reports
• Other assignments as requested by CEO or VP

Filing:

• Property Management, archives, contracts etc.
• CEO filing as requested

Update Lists & Schedules:

• MDI Speed Dial- as needed
• Employee list- as needed
• Office Calendars- Monthly
• Holiday Lists- Annually Update calendar
• Update Multiple lists for CEO

Mail:

• Open and distribute mail
• Prepare outgoing mail (type envelope or label, apply correct postage)
• Prepare and coordinate outgoing mail for special delivery or certified mail

Skills Requires:

• Real estate experience preferred, admin or assistant PM
• Minimum of two years college or associate’s degree
• Excellent working knowledge of MS Word, Excell, and Outlook. Minimum typing speed of 45 words per minute.
• Strong organizational and communication skills
• Process a positive and professional attitude, with a focus on delivering exceptional results.
• Process strong communication skills, with the ability to interact effectively with clients, colleagues, management, and potential nonprofits.
• Demonstrated problem solving ability
• Must like variety.
• Is up to new challenges, not afraid to fail or ask questions to succeed.
• Self-confidence, quick learner, curious.