Administrative Assistant

Job Summary:

The Administrative Assistant will assist all callers and visitors in a helpful and courteous manner.  The Administrative Assistant must be able to multi-task and provide prompt and efficient administrative support for the office.  Strong organizational skills and the ability to prioritize are a must.  While the following information should be considered a comprehensive description of this position, it should be noted that some responsibilities and duties may not be specifically addressed..

Duties & Responsibilities:

• Answers and directs all incoming calls in a helpful and efficient manner. All calls must be answered on or before the third ring. All online/email/fax requests must be responded to within 15 minutes of delivery.
• Greets and assists all visitors, guests, clients, etc. in a professional and courteous manner.
• Communicates all tenant service requests promptly to appropriate property and facility personnel.
• Maintains accurate and timely records of all requests via the Corrigo and/or Workspeed work order system.
• Handles correspondence, incoming and outgoing mail and packages, including confidential materials, in a professional and expedient manner.
• Orders and maintains an inventory of office supplies.
• Maintains central key cabinet and key sign-out logs in Property Management office.
• Updates after hours phone messages.
• Sets up and maintains accurate tenant/vendor records (to include tracking and maintaining current insurance certificates and HVAC maintenance contracts). Ensure all filing is updated in a timely fashion.
• Provides assistance in preparing materials, compiling information and helping with other special projects as required.
• Assists accounting department in the monthly compiling and electronic distribution of monthly operating reports.
• Performs other duties as assigned.

Required Skills & Abilities:     

• Organizational and interpersonal skills necessary to provide clerical and administrative support.
• Must be able to work with figures and understand basic financial concepts.
• Communicates professionally while understanding and addressing customer inquires and team needs.
• Must be able to work at a fast pace, perform duties while under pressure and meet deadline in a timely manner.
• Excellent organizational skills, detail-oriented, concern for accuracy and efficiency.

Education & Experience:

• High school education or equivalent
• Skilled in Microsoft Outlook, Excel, and Word. Also, Adobe Acrobat.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.