Admin Assistant I

Provide general administrative support to Property Operations. Facilitate communication between internal contacts, insurers, vendors and tenants.

ESSENTIAL FUNCTIONS:

1. General Administration - Performs administrative responsibilities including (but not limited to):  screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar.  Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files. Assist in projects, such as electronic data management, tenant events, archiving of documents, etc. Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials.  
2. Accounting - Assist with processing, coding, scanning and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations. Research invoices and follow up with vendors as needed. Create reports as requested.
3. Meeting Coordination - Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.  Follow up on tenant requests.

SECONDARY RESPONSIBILITIES:

• Provide assistance to other department personnel and back up support as needed.
• Troubleshoot IT issues with IT department.
• Perform other job related duties as assigned.

QUALIFICATIONS:

Education - High School Diploma or equivalent.  College coursework or degree preferred.

Professional Experience - Minimum of two years of administrative experience.  Commercial Real Estate experience preferred.

Computer Skills - 

• PC proficiency including Microsoft Office applications (Word, Excel, Outlook, Powerpoint etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.

Mobility - N/A

Other Requirements - 

• Ability to organize and prioritize work to meet deadlines.
• Ability to initiate and follow through on work independently.
• Intermediate proficiency with Microsoft Word, Excel and Power Point.
• Excellent proofreading skills.
• Excellent written and verbal communication skills and a strong phone presence. Ability to handle internal and external calls.
• Proficiency with office equipment.
• Interest or desire to learn more about property management and/or insurance risk management.