Administrative Assistant – Operations

POSITION SUMMARY:

The Administrative Assistant - Operations is responsible for performing office administrative duties to support and assist the overall daily operations of the company. This position has no direct reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Receive, print, and review closing documents to prepare for company signatures. Identify required signature areas and label appropriately.
• Own the document completion process by ensuring all documents are signed timely and are accurate and complete
• Notarize documents and/or witness documents, as needed
• Maintain absolute confidentiality and handle time-sensitive materials expeditiously
• Create, print, and mail letters and/or other company related documents via certified mail, USPS, or FedEx, having the ability to travel locally as needed
• Coordinate the use of DocuSign for parties requiring or providing electronic signatures
• Edit, format, and merge documents, as requested
• Perform day-to-day administrative activities associated with overall operations of the company to include depositing rent/investor checks, generating invoices, scanning documents
• Receive and sort mail, handling accordingly and process deliveries (both incoming and outgoing)
• Maintain departments file structure and provide exceptional organization for all documents
• Work with the Property Management team to support the Certificate of Insurance initiatives
• Communicate with other departments regarding acquisition updates, as needed
• Answer general phone calls and direct to the appropriate party
• Manage FNRP corporate information
• Order and maintain adequate inventory of all office and property supplies
• Maintain office environment to keep office clean, organized, and secure
• Greet visitors at the corporate HQ and provide a world class experience
• Support Executive Leadership Team with items needed for meetings; accommodating visitors/investors, hospitable offerings and technology set up, administrative support such as scheduling meetings, etc.
• Support the planning, coordination, and execution of corporate events
• Work on special projects and provide administrative support inside of any department within the company as directed by the VP of Operations
• Perform all other duties as assigned

KNOWLEDGE, SKILLS, AND REQUIREMENTS:

• Associate degree in business management or related field, preferred
• 1-3 years administrative experience required
• Must be willing to travel locally on a daily basis as needed
• Must have a notary public or be willing to obtain within 30 days of hire
• Must have the ability to exercise considerable judgment, maintain confidentiality, and act in a diplomatic manner
• Must be able to independently identify, research and resolve issues
• Effective verbal and written communication skills are required
• Demonstrated ability to manage multiple priorities and deadlines
• Capability to efficiently complete tasks in a fast-paced environment
• Must be proficient in Microsoft Office, Gmail suite and be open to navigating unfamiliar applications and programs

WORK ENVIRONMENT:

Includes a typical office environment, with minimal exposure to excessive noise or adverse environmental issues. The position is required to travel locally on a regular basis using one's own personal vehicle (mileage will be reimbursable).

PHYSICAL REQUIREMENTS:

Ability to sit and stand for prolonged periods of time.

POSITIONS DIRECTLY SUPERVISED:

None