Administrative Assistant

Academic Req: GED/High school diploma required. Associates degree preferred.

Work experience: Minimum of 2 years of administrative experience, preferably in property, facility, or construction management.

Essential Functions

• Manage the office front desk: meet and greet visitors, manage office supplies, and route phone calls appropriately.
• Maintain organized and up-to-date filing systems for property and construction management records, including but not limited to lease agreements, tax documents, invoices, and service agreement documentation.
• Ensure timely retrieval of documents as requested by the team.
• Assign Helpdesk property and construction management tickets, track progress, and provide updates to customers.
• Perform coding and data entry of approved invoices and credit card charges.
• Manage shipping and receiving of incoming and outgoing packages.
• Assist in preparing monthly, quarterly, and annual reports as required by the department.
• Assist with developing and implementing new or established office procedures.
• Assist with scheduling vendors.
• Assist with scheduling travel.

Measurable Deliverables

• Maintain 99% accuracy and submission rate for all requisitions.
• Process expense reports and invoices within a 3-day turnaround time.
• Respond to internal and external inquiries within 24 hours.
• Conduct quarterly audits of departmental records.
• Achieve a 98% accuracy rate in data entry tasks.

Requirements

• Strong organizational, multitasking, and time-management skills
• Excellent verbal and written communication skills
• Ability to handle confidential information with discretion
• Valid driver's license
• Proficient in the use of Microsoft Office applications
• Strong analytical skills and attention to detail
• Highly effective in a team environment
• Notary or can qualify to be a Notary
• Bilingual speaker preferred

English (United States)

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.