Administrative Assistant - Bookkeeper

Primary Responsibilities

• Responsible for Processing A/P (accounts payable), review and code invoices for payment.
• Responsible for A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed for Permanent and Specialty Leasing.
• Aid the Management Team with the preparation of Forecast for both the Operations budget as well as the Specialty Leasing Budget.
• Track administrative spend to not exceed budget and look for cost reduction opportunities.
• Cook up document management related to lease execution, distribution, and filing.
• Coordinate document management related to lease execution, distribution, and filing.
• Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed.
• Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.
• General office organization. Sort, organize and distribute incoming mail.
• Prepare and send outgoing mail and packages.
• Prepare and distribute general correspondence and memos.
• Organize, compile and prepare reports for distribution.
• Create and/or maintain physical and virtual filing systems in an accurate and organized manner.
• Maintain and update employee, client, and customer contact databases, including Property Emergency Notification System.
• Cook up meetings for Management Team members.
• Receive building access requests and coordinate access for visitors and vendors.
• Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards.
• Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations.
• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
• Participate in new tenant welcome and orientation program.
• Aid with move-in/move-out procedures.
• Track and coordinate access card activation/deactivation as needed.
• Aid in the development and implementation of property and employee manuals.
• Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure.
• As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel.
• Gather W-9’s from vendors and submit new vendor set-ups.
• Aid team members with property budget preparation and recurring reporting, as requested.
• Aid engineers with recording and billing, as appropriate, monthly utility meter readings.
• Aid with vendor contract creation, execution and tracking as requested.
• General and ad hoc administrative support of the property as needed.
• Collect and data entry of Tenant Sales Reports.

Skills/Qualifications

• A high school diploma is required, a bachelor’s degree is preferred.
• Minimum 1-5 years in commercial real estate, property team experience, or office management experience.
• Proficient knowledge of Microsoft Office Suite.
• Comfortable learning new programs and technology.
• Advanced oral and written communication skills.
• Strong attention to detail and organizational skills.
• Self-starter, able to manage multiple projects simultaneously and under pressure.
• Excellent time management skills.
• Can work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week.
• Knowledge of Yardi accounting software is a plus.
• Experienced user of Excel, Power Point, and other Microsoft Office systems is mandatory.

Physical Work Requirements and Work Conditions

• In compliance with the Americans with Disabilities Act (ADA), the Property Associate’s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
• Is regularly required to sit for long periods of time.
• The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl.
• Reading video display terminals, order forms and other written documents.
• Lifting a minimum of thirty-five (35) pound.
• Using and accessing stairwells during emergencies.
• Using keyboards for typing and computer input.
• Hearing, speaking and answering the office telephone system.