Job details

Description

Administrative Assistant

General Summary

As an Administrative Assistant in our Commercial Property Management Department, you will play a critical role in ensuring the smooth and efficient operations of our properties. Your primary responsibilities will include providing administrative support to the property management team, with an emphasis on electronic document and file management, compiling information, and distribution of materials. In addition, you will be responsible for performing accounting-related tasks and assisting with various other duties as assigned.

Principle Duties & Responsibilities:

• Issue a high volume of purchase orders, work orders, and process-related invoices, ensuring accuracy and completeness of the information.
• Maintain a thorough understanding of Nexus purchase orders and GL coding to facilitate the smooth processing of invoices.
• Address vendor and tenant questions and concerns in a timely and professional manner, and place service calls as needed, following up to ensure that issues are resolved satisfactorily.
• Assist with preparing bid documents, requesting bids, and preparing bid analysis, to support effective vendor management.
• Generate maintenance letters, bids, and form letters, utilizing templates and ensuring consistency and accuracy of information.
• Other duties as assigned, including providing support for special projects as needed.

Qualifications:

• Microsoft Office experience is required, with advanced proficiency in Excel and experience using Word and PowerPoint.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with a diverse range of stakeholders.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines effectively.
• Self-motivated and results-driven, with a proactive approach to problem-solving.
• Bluebeam experience preferred, with the ability to utilize this software to support document management and collaboration.

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