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.