Job details

Description

The Administrative Assistant is responsible for performing a wide range of administrative tasks in support of the Inland Real Estate Group Finance Department. This position performs tasks according to established procedures and has some project-based work. The goal of this position is to contribute to the operating efficiency of the assigned department and/or managers, including the Chief Financial Officer. The Administrative Assistant is responsible for effectively presenting information and responding to questions from senior management, executives, team members, and co-workers.

CORE RESPONSIBILITIES:

• Demonstrates highest standards of personal and professional integrity, adheres to company’s policies and procedures, and complies with applicable laws, government rules and regulations.
• Coordinates travel, expense reporting and appointment schedule for the CFO and other team members.
• Coordinate the onboarding efforts of new employees to the finance team.
• Opens incoming mail, scans content, distribution of or filing of documents received to the appropriate person/file. 
• Prepares outgoing mail, files, faxes, and copies documents, including certified mailings.
• Create and send out check copies and documentation to third party property managers.
• Coordinate the collection of physical signatures to open new bank accounts.
• Maintains and updates files, spreadsheets, and logs with current data.
• Distributes files, and logs as appropriate.
• Maintains electronic copies of loan statements and bank statements and distribution to the appropriate parties/files.
• Facilitate the year end confirmation process for the audit cycles.
• Back up to the cash management department for check deposits.
• Download bank statements from the banking platforms.
• Facilitate the gathering of data for cash availability requests.
• Follow-up on outstanding W-9 requests
• Track receipt and deadlines of property level financials for internal and third-party property managers. 
• Maintain third party contact listings.
• Aid in gathering information for input into Yardi.
• Maintain assignment of entity/portfolio/property listing.
• Maintain team shared calendars.
• Track team PTO to assist in redistribution of work.
• Assist other departments when necessary.
• Other duties as assigned.

QUALIFICATIONS:

Education:

• This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience.
• Associate Degree in Business Administration preferred.

Experience:  

• This position requires at least 2+ years of prior professional experience in providing administrative support preferably in commercial real estate.

 Skills: 

• Intermediate skills in Microsoft Word, Excel, PowerPoint and Outlook are required for this position. (advanced skills a plus)
• Keyboarding skills are required for this position, at least 35 WPM.
• Intermediate knowledge of IManage Share and Yardi

 We are a drug-free workplace. Pre-employment background checks and drug screening are performed on all new hires, in accordance with applicable laws and regulations. To the extent permitted by applicable laws and regulations, the Company treats marijuana as an illegal substance, and applicants may be denied employment if a new hire tests positive for marijuana.

We are an Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, sexual orientation, familial, marital or veteran status, disability, or any other legally protected classes. 

 We are an E-Verify employer. Please click the following link to learn more. 

Skills

Required

Behaviours

Motivation

Education

Preferred

Experience

Preferred

Licences & certifications