Administrative Assistant (Property Management)

CEO Responsibilities: Assists with coordination of CEO travel arrangements Assists with Theatre schedules and renewals, exchanges, purchases Makes appointments for CEOMaintains filing system for CEOUpdates CEO's calendar & phone bookCFO Responsibilities:

• Assist accounting dept with property management input, Sage cash receipts, delinquency, reports, tenant move in/out, enters miscellaneous charges to tenant ledger. Foundation Responsibilities
• Perform internet research on various topics, including philanthropic interests and preparation of executive summaries for CEOSupporting CEO with donation requests, interviews, spreadsheet management, Property Management:
• Prepare work orders, contracts, blue slips as needed
• Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders
• Assist in preparation of Budgets and CAM Reconciliations.
• Prepare correspondence to tenants as needed including partial payment letters, lease renewals, rent increases, late payment letters.
• Assists with tenant calls including HVAC problems, transient issues, etc.
• Assists with review of tenant and vendor insurance certificates and filing; follows up with tenants/vendors regarding expired
• Maintain filing system
• Human Resources:
• Updates voicemail, telephones, office lists, inboxes, file folders, etc. when there is a new employee. Also, responsible for training new employees on phone procedures and basic office functions.
• Front Desk Coordination
• Answers incoming calls (very few per week)
• Greets visitors and escorts to conference room (if applicable)
• Accepts incoming deliveries
• Office Organization/Decorum:
• Handles coordination of special events, holiday planning and other projects as requested; Coordinates office organization and housekeeping functions with office staff
• Ensures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairs
• Typing:
• Correspondence for CEO and Vice President
• Contracts, proposals, reports
• Other assignments as requested by CEO or VPFiling:
• Property Management, archives, contracts etc.
• CEO filing as requested
• Update Lists & Schedules:
• MDI Speed Dial- as needed
• Employee list- as needed
• Office Calendars- Monthly
• Holiday Lists- Annually Update calendar
• Update Multiple lists for CEOMail:
• Open and distribute mail
• Prepare outgoing mail (type envelope or label, apply correct postage)
• Prepare and coordinate outgoing mail for special delivery or certified mail
• Skills Requires:
• Real estate experience preferred, admin or assistant PMMinimum of two years college or associate’s degree
• Excellent working knowledge of MS Word, Excell, and Outlook. Minimum typing speed of 45 words per minute.
• Strong organizational and communication skills
• Process a positive and professional attitude, with a focus on delivering exceptional results.
• Process strong communication skills, with the ability to interact effectively with clients, colleagues, management, and potential nonprofits.
• Demonstrated problem solving ability
• Must like variety.
• Is up to new challenges, not afraid to fail or ask questions to succeed.
• Self-confidence, quick learner, curious.