Administrative Assistant

Job Summary

The Administrative Assistant for the Property Management Department is responsible for assisting the property managers in maintaining the day-to-day operations of a portfolio of commercial properties. The Administrative Assistant facilitates the efficient operation of the Property Management Department by performing a variety of clerical and administrative tasks, will have exceptional analytical and communication skills, and must be a self-starter.

Key Responsibilities

• Maintains filing systems as assigned.

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.

• Responds to and resolves administrative inquiries and questions.

• Prepare notices to Tenants regarding construction and delinquent payments.

• Prepare Deal Sheets and other backup forms for lease renewal and assignments.

• Review required insurance certificates when necessary.

• Assist assigned Property Manager in an administrative function to complete team projects in a timely manner

• Assist in collecting and tracking COI and gross sales as necessary; review COI’s for proper coverages/additional insureds.

• Assist with ensuring all move-in/move-out paperwork is completed correctly and has been approved by the property manager as well as entered into on-site property management software system.

• Works with property manager to minimize expenditures, maximize revenues and adhere to budgeted cost parameters.

• Review and coding of vendor invoices.

• Coordinate document preparation and inter-office correspondence with Corporate office.

Qualifications (Knowledge/Skills/Abilities/Experience)

• 2-3 years of experience in Commercial Real Estate with an emphasis on retail properties

• Experience with MRI is a plus

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Proficient in Microsoft Office Suite or related software.

• Excellent organizational skills and attention to detail.

• Basic understanding of clerical procedures and systems such as recordkeeping and filing.

• Ability to work independently.

Working conditions

• Prolonged periods sitting at a desk and working on a computer.

Reports To

Senior Property Manager