Administrative Assistant

JOB SUMMARY

We are seeking an experienced Administrative Assistant to provide administrative and clerical support to the Property Management team.

The Administrative Assistant will be an integral part of the team by greeting visitors, answering inquires, responding to routine correspondence, along with assisting in other support areas. This role has the potential to grow within the property management team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages day-to-day operations of the professional buildings, including overseeing housekeeping functions, tenant/physician relationships; oversees retail tenant operations ensuring compliance with all HCFD regulatory agency Requirements (e.g. City Health Department.)
• Greets visitors and callers, answers their inquiries, and directs them to the appropriate persons according to their needs.
• Prepares routine correspondence, memos, minutes of meetings, routine reports and other materials or documents using word processing, spreadsheet, or presentation software.
• Review and timely code all invoices, ensure appropriate documentation, approvals, and discrepancies are resolved before submitting for Property Manager approval. Maintain an organized system of vendor payments and reconciliation reports.
• Performs general office duties such as ordering supplies, duplication, and distribution of documents and building key control.
• Organizes and maintains paper and electronic filing systems for records, correspondence and other materials to include tenant and vendor insurance certificates.
• Administer tenant rent collection procedure in accordance to policies and procedures.
• Monitor and maintain the property management work order system in conjunction with maintenance staff.
• Interfaces with Hospital Administrations, to provide necessary decision support and documentation in the absence of Senior Property Manager.
• Meets with a variety of customers, tenants, visitors and building patients as necessary. Represents HCFD philosophy of Excellence in the buildings. Develops contacts with other medical office buildings for information exchange.
• Must learn and comply with System and facility safety policies and rules; must use appropriate safety equipment and procedures at all times; must immediately report all unsafe conditions to supervisors; must be familiar with all safety features of equipment, tools or materials encompassed by job duties; and must check with supervisors {prior to job performance) if there is a question as to the safe procedure to be used for any job function.
• Demonstrates ethical behavior as expected by our patients, colleagues and the community. Understands the personal obligation to report any activity that appears to violate applicable laws or rules regulations.
• Completes other duties as assigned.

THE IDEAL CANDIDATE WILL POSSESS:

• Minimum 5 years of experience in clerical work, including accounts payable and receivable
• High School Diploma or G.E.D., a bachelor’s degree is preferred
• Demonstrated computer skills, including use of Word, Excel, Outlook, and web browsers
• Exceptional written and oral communications skills
• Strong customer service orientation

Compensation for the Administrative Assistant is a competitive salary commensurate with candidate experience and qualifications. Benefits include, but are not limited to, medical and dental insurance, long term disability coverage, and 401(K) with company match.

Please submit cover letter, resume, and salary requirements for consideration.

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Clerical: 5 years (Required)

Ability to Commute:

• San Antonio, TX 78212 (Required)

Work Location: In person