Administrative Assistant (Property Management)

Overview: Provides administrative support to CEO, Vice President, Property Management, and the CFOResponsibilities:CEO Responsibilities:Assists with coordination of CEO travel arrangementsAssists with Theatre schedules and renewals, exchanges, purchasesMakes 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 ResponsibilitiesPerform 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 neededMaintain project files including Budgets, Contracts, Chron files, and Marketing Agreement foldersAssist 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 expiredMaintain filing systemHuman 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 CoordinationAnswers incoming calls (very few per week)Greets visitors and escorts to conference room (if applicable)Accepts incoming deliveriesOffice Organization/Decorum:Handles coordination of special events, holiday planning and other projects as requested;Coordinates office organization and housekeeping functions with office staffEnsures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairsTyping:Correspondence for CEO and Vice PresidentContracts, proposals, reportsOther assignments as requested by CEO or VPFiling:Property Management, archives, contracts etc.CEO filing as requestedUpdate Lists & Schedules:MDI Speed Dial- as neededEmployee list- as neededOffice Calendars- MonthlyHoliday Lists- Annually Update calendarUpdate Multiple lists for CEOMail:Open and distribute mailPrepare outgoing mail (type envelope or label, apply correct postage)Prepare and coordinate outgoing mail for special delivery or certified mailSkills Requires:Real estate experience preferred, admin or assistant PMMinimum of two years college or associate’s degreeExcellent working knowledge of MS Word, Excell, and Outlook. Minimum typing speed of 45 words per minute.Strong organizational and communication skillsProcess 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 abilityMust like variety.Is up to new challenges, not afraid to fail or ask questions to succeed.Self-confidence, quick learner, curious.