Administrative Assistant

Provide administrative and operational support to the assigned Property Manager(s) ensuring the highest level of quality, confidentiality, and professionalism.

• Process invoices for portfolio properties on a regular and ongoing basis
• Receive, prioritize and distribute mail and telephone correspondence, may draft written responses when necessary.
• Create and maintain an accurate and efficient filing system for tenant files, lease files, lease termination, management agreements, vendor files, service agreements, vendor certificate of insurance, maintenance contracts, policies and procedures manuals, property/portfolio manuals, tenant manuals, and electronic files.
• Prepare business expense reports and ensure that all expenses are submitted for approval within one business day of receipt.
• Schedule and coordinate complex activities such as onsite & offsite meetings, conferences, monthly Property Management meetings, department activities, and annual Company retreat.
• Type and design general correspondence, memos, charts, tables, graphs, reports, presentations, etc.
• Create and maintain visual presentations, flyers, direct mailings, newsletters, and other marketing materials while adhering to the Company’s strict graphic standards on all documents and presentation materials.
• Schedule and coordinate complex travel arrangements including airfare, hotel accommodations, and ground transportation.
• Assist with special projects as needed.

• Assist assigned Property Manager(s) with tenant, property owner, project developer, etc. relations by preparing tenant welcome letters, renewal gifts, and written communication.
• Dispatching maintenance personnel as directed by Property Manager(s).
• Audit tenant lease files and tenant insurance certificates to assure compliance with company policies and procedures.
• Create and distribute building correspondence, building maintenance correspondence, and building holiday notification as directed by assigned Property Manager(s).
• Maintain YARDI database working with leasing admin including adding new tenant, lease, and billing information, as well as management agreement and lease agreement abstracts.
• Assist with various accounting tasks related to budgets, billing, Executive Summaries, property rent rolls, tenant rent statements, billing change notices, tenant payments, tenant ledgers, accounts payables and receivables, collections, etc.
• Assist with the production and maintenance of property books and tenant manuals.
• Prepare and distribute delinquency reports, rent increase reports, Tenant and Vendor Contact List including emergency numbers, etc.
• Assist in reviewing other legal documents and working with Legal Department with any documents relating to property management, including but not limited to, Service Agreements, legal correspondence, etc.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to work as a team and follow any other job-related instructions and to perform any other requested job-related duties. Team members are expected to perform these

• High school diploma or GED required.
• Strong preference for bachelor’s degree in related field.
• Minimum of five (5) years' experience in commercial real estate as a property administrator or equivalent position required.
• Advanced MS Outlook, Word, and Excel required. YARDI experience preferred.
• Must be very detail oriented and possess strong client-service, organizational, project management, and communication skills, both written and oral.
• Experience in reading and interpreting real estate leases/contracts is preferred.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to have full range of mobility in upper and lower body, be able to reach overhead, be able to reach overhead, be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time, be able to lift, pull and push materials and equipment, specific vision abilities include close vision, distance vision, color vision, and ability to adjust focus, and be able to lift 25 pounds of weight occasionally throughout workday.
• Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.