Administrative Assistant

Who We Are:Vestar is a nationally recognized leader in the acquisition, management, leasing and development of retail real estate with a significant market share in the Western US. Vestar has over 30 million square feet currently under operation and management and has been acknowledged by both institutional and private-client investors as an industry leader.Since its inception in 1989, Vestar has become synonymous with integrity and responsibility. As one of the leading privately held real estate companies in the western United States, Vestar acquires, develops and manages retail and entertainment destinations of varying size and scale that serve as destinations and community focal points. Summary/Objective:Vestar is actively seeking a motivated and professional individual for the position of Administrative Assistant. This well-qualified individual will function under limited/moderate supervision to provide general administrative support for assigned staff in a commercial real estate field office. Essential Duties and Responsibilities:- Assistant Property Management with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.- Maintains tenant, vendor, and property files, including insurance certificates, lease abstracts, etc. in accordance with prescribed standards.- Prepares internal lease administration documents such as lease abstracts as directed. Assists in lease administration activities including lease setup, lease changed, reporting, etc.- Prepare property notices, tenant responses, legal letters, and other similar correspondences.- Process and code invoices for payment daily, forwards original invoices to accounting for payment. Address remittance questions, concerns and past due payments.- Track rent collections and initiate rent collections correspondence and phone contact with tenant.- Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.- Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.- Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.- Provide Support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.- Process correspondence for tenants, contractors and other third parties for property management staff.- Maintain and update insurance certificate files for all contractors performing work at the properties.- Assist with the scheduling of contractor work and coordinate with tenants.- Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies and checking mail daily.- Maintain and update as necessary all tenant contact information, after hour access.- Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact email address listing.- Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, and contracts.- Assist Property Manager with tenant and vendor relations, as required.- Performs other duties as assigned. Competencies:- Must have excellent time management skills- Have the ability to prioritize- Self-Motivated- Must be detailed-oriented- Ability to follow directions- Excel in a team environment Qualifications:Knowledge of office and accounting proceduresExceptional computer skills – MS Office Suite2-3 years administrative experience in a commercial office environmentExcellent Customer Service skillsStrong ability to work independently; ability to research and problem solveDemonstrated knowledge of phone and email procedures and etiquetteAbility to prioritize and meet deadlinesStrong attention to detail Vestar is an equal opportunity employer. We celebrate diversity in our workplace and we hire the most qualified candidates without regard for age, ethnicity, gender, gender identity or expression, language differences, nationality or national origin, family or marital status, physical, mental, and developmental abilities (or the perception of a disability), genetic information, race, religion or belief, sexual orientation, skin color, social or economic class, education, work and behavioral styles, political affiliation, military service, caste, or any other characteristic protected by law. This position is not eligible for H-1B visa sponsorship. Candidates must possess work authorization valid for employment in the United States, which may include authorization under USMCA TN classification or other non-immigrant categories that do not require employer-sponsored petition filing. Vestar will consider candidates on a case-by-case basis and does not discriminate based on citizenship status in accordance with federal law.