Under limited supervision, provides general administrative
support for the Real Estate Management Team. Assists with tenant
and vendor customer service.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs a variety of administrative tasks for assigned staff
including but not limited to phone support, draft, preparation and
distribution of correspondence, expense reporting, calendar and
scheduling, meeting coordination, filing and copying, etc.
Maintains tenant, vendor and property files, including insurance
certificates, lease abstracts, etc. in accordance with prescribed
Works with Building Technician staff and vendors to compile a
list of maintenance items. May open work orders. Coordinates and
monitors status of work assigned to vendors.
Coordinates tenant events and appreciation. Assists with
publication and distribution of tenant newsletter.
May initiate rent collections correspondence and phone contact
with tenant where permitted by state regulations.
Assists with budget preparation by researching costs for
supplies and services and obtaining bids as directed. Comply with
bid process guidelines. Assists with preparations of monthly and
quarterly management reports.
Assists with preparation of Common Area Maintenance (CAM) dues,
invoices and related correspondence.
Administers accounts payable and accounts receivable. Codes
invoices for payment, inputs into accounting system and forwards
original invoices to accounting for payment.
Performs other duties as assigned.
No formal supervisory responsibilities in this position.
May provide informal assistance such as technical guidance
and/or training to coworkers.
May coordinate work and assign tasks.
To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill, and/or ability
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) and a
minimum of three years of related experience and/or training.
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short
correspondence, and memos and ask clarifying questions to ensure
understanding. Ability to write routine reports and correspondence.
Ability to respond to common inquiries or complaints from clients,
co-workers, and/or supervisor. Ability to effectively present
information to an internal department and/or large groups of
Requires basic knowledge of financial terms and principles.
Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in
standard situations. Ability to solve problems in standard
situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate to advanced skills with Microsoft Office Suite
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and
company policies to achieve set results and deadlines. Errors in
judgment may cause short-term impact to co-workers and
Responsible for personal safety and the safety of those who are
affected by your work. This includes but is not limited to:
Complete all required and assigned HSE training at a
Follow all activity policies and procedures, including all
HSE-related requirements at all times,
Participate in all HSE-related programs & activities as
required, including incident investigations, interviews, auditing
and assessment, etc.
- Report any conditions which you feel could result in an
accident or injury and / or stop work if required.