Associate - Office

Position Summary:

Supports the operations management leadership team (Senior Manager, Manager and Assistant Manager) by performing administrative and reporting functions, integral to the day to day management of assigned office properties. Exhibits superior customer service in all communication with customers as the initial point of contact.

Job Duties:

• Resolve customer service calls and requests; escalate requests that are above scope to Senior Associate.
• Answer phone, distribute mail and prepare email and regular mail.
• Verify phone and voice mail systems are working properly.
• Activate and deactivate access cards and order keys.
• Maintain a key sign-in/out log for outside vendors.
• Ensure that the management office is presentable at all times (high rise).
• Maintain all office/kitchen supplies and inventory, including printers and copier if needed (high rise); issue purchase orders.
• Maintain and distribute nightly security passdown logs (high rise).
• Maintain and distribute janitorial logs (high rise).
• Create general notices and communications to customers.
• Monitor all customer service requests to ensure timely and efficient resolution.
• May support Senior Associate with accounts payable and accounts receivable.
• Coordinate with service providers as needed to ensure top quality work is performed in a timely manner.
• Complete all general filing (electronic or paper).
• Coordinate Conference Center usage.
• Assist with move-ins and move-outs.
• Update various databases, spreadsheets, and directories.
• May review, audit, collect customer insurance certificates, and maintain compliance.
• Maintain vacant suites and marketing materials.
• May manage the new and existing employee hiring process to include, but not limited to, phone, computer, signage, and business cards (high rise).
• Assist operations management team in facilitating customer events.
• Provide administrative support to operations team as needed.

Minimum Qualifications / Other Expectations:

• Zero to two years of relevant work experience
• Proficient in Word, Excel and Outlook
• Detail oriented and able to prioritize tasks
• Customer service focused