Administrative Assistant

Overview

The Administrative Assistant must exhibit exceptional client service and professionalism in all interaction and communication. The Administrative Assistant answers and routes calls, greets visitors, and works independently performing a wide range of complex administrative and clerical support duties for all Property Management personnel. The position requires excellent organizational, communication and interpersonal skills and the ability to provide timely information and services to a wide range of both internal and external customers. The position requires a working knowledge of office processes and related computer software and electronic communications tools, and the ability to work across teams and with a variety of projects and resources.

Responsibilities

• Serve as principal administrative contact to the Director.
• Develop, implement and administer departmental office systems and procedures.
• Assist with leasing responsibilities including tracking and distribution of leases and other regional materials.
• Maintain departmental and project budget spreadsheets as necessary.
• Actively maintain staff and conference room calendar, coordinate meetings and conference calls as required.
• Answer, screen, and direct incoming calls by the second ring. Provide information to callers and relay messages to appropriate parties.
• Copy, scan, mail and courier items on a daily basis, along with scanning of lease documents, tracking and communicating status of leases to property management staff. 
• Provide document preparation support including: memos, reports, contracts, service agreements, course materials, and, presentations.
• Assist with the purchase and maintaining inventory of supplies for the PM department, as necessary.
• Open Property Management office by 8:00 am and close office at 5:00 pm (forwarding and un-forwarding phones, turn lights on/off, and unlock/lock door).
• Dispatch work orders through Building Engines.
• Follow up on work orders as necessary.
• Greet visitors as they arrive and announce them to the person with whom they are meeting.
• Sign in vendors and sign out keys and/or badges.
• Provide weekly work order reports from Building Engines to Tenant Coordinator, Property Manager, Senior Property Manager, and Chief Engineer.
• File invoices, documents, etc. on a weekly basis.
• Maintain electronic filing system (“S” drive).
• Maintain all contact lists.
• Contact and coordinate with vendors as necessary for service requests.
• Purchase, maintain, and stock office and break room supplies.
• Open, sort and distribute mail appropriately.
• Keep work areas clean and organized.
• Keep waiting area and kitchen clean throughout the day.
• Excellent attendance is a requirement of the position.
• Assist with additional assignments that may be requested by direct supervisors and take initiative in lending assistance to other members of the team.

Qualifications

• Bachelor’s degree – Minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.
• Ability to work in a fast-paced, collaborative, and results driven environment.
• Exceptional verbal, written and organizational skills.
• Excellent attendance is a requirement of the position.
• Excellent client service orientation.
• Must have intermediate to advanced MS Word and Excel proficiencies.
• Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
• Organizational/Multi-Task Skills – Able to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate.
• Decision Making Skills – Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
• An assessment will be administered for computer and communication skills..

Company Overview

The RMR Group (Nasdaq: RMR) is a leading U.S. alternative asset management company, unique for its focus on commercial real estate (CRE) and related businesses. RMR’s vertical integration is strengthened by over 1,100 real estate professionals in more than 30 offices nationwide who manage over $41 billion in assets under management and leverage more than 35 years of institutional experience in buying, selling, financing and operating CRE. RMR benefits from a scalable platform, a deep and experienced management team and a diversity of real estate strategies across its clients. RMR has been recognized by The Boston Globe as a “Top Place to Work”, by the Environmental Protection Agency (EPA) as an “ENERGY STAR Partner of the Year” and ranked by the Building Owners and Managers Association (BOMA) as having one of the highest number of BOMA 360 designated properties in its portfolio. RMR is headquartered in Newton, MA and was founded in 1986.

RMR’s mission is to create long term value for our clients by managing their investments and assets “like we own it” – an approach that consistently and repeatedly generates opportunities for all our employees, investors and stakeholders. We are guided by six core values:

• Integrity at Our Core.
• Perform Passionately and Effectively.
• Inspired Thinking.
• Like We Own It.
• Power of We.
• Mutual Respect.

Visit our website to learn more about what makes The RMR Group a rewarding place to build a career.

Follow RMR on LinkedIn, on Instagram @thermrgroup and on Twitter @The_RMR_Group.

The RMR Group is an equal opportunity employer. Qualified applications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. For our EEO Policy Statement, please click here. If you’d like more information on your EEO rights under the law, please click here.