Administrative Assistant

Responsibilities

• Maintain and organize finished copies of all written material and correspondence for the Property Manager and Assistant Property Manager.
• Aid Property Managers by maintaining updated and accurate files on all tenant related items including:
• Obtain current tenant and vendor certificates of insurance and verify compliance.
• Produce rent invoices monthly and update Excel rent rolls.
• Prepare standard tenant notification memos for review by Property Manager or Assistant Property Manager.
• Manage security access card programming.
• Maintain and keep current all tenant and vendor information.
• Prepare purchase orders, one-time contracts, tenant increase letters, and late fee notices.
• Assist Property Manager with new tenant move in packet.
• Prepare spreadsheets tracking tenant utility usage and Energy Star tracking.
• Generate invoices for miscellaneous tenant and utility bill-back charges.
• Compile reports for distribution.
• Assist in managing the mail system and distributions at the property.
• Review vendor/supplier invoices, approve and submit to appropriate workflow in pay system.
• Aid Property Managers in maintaining positive tenant relations programs, ensuring good public relations and tenant satisfaction programs are in place.
• Aid Property Managers in planning tenant events (e.g., daffodil days, blood drive, ice cream social).
• Create a time-management system to ensure that proportionate time is divided between separate Property Manager’s portfolios.
• Maintain stock and tend to office needs.
• Notify Property Manager and/or Assistant Property Manager of appropriate upcoming deadlines well in advance of occurrence.
• Maintain filing system for all routine reports and other deadlines required during a given week, month and quarter.
• Ensure a professional appearance and demeanor at all times while in the building.
• Aid tenants with problems when they arise.

Qualifications

• Three to five years related experience and/or training; or equivalent combination of education and experience.
• Proficient in Word or WordPerfect, Excel, PowerPoint and Microsoft Outlook.