Administrative Assistant

Title: Administrative Assistant


Job Category: 5C Admin Support Workers - Admin Support


Requisition Number: ADMIN001514

Schedule: Part-Time

Job Details

Description

Job Description/Responsibilities:

• Work closely with Regional Property Managers on day-to-day operations.
• Provide excellent customer service, with thorough follow up when required.
• The Administrative Assistant should be able to perform the following functions:

1. Sales: collect sales data, enter in JDE system, create monthly report of Missing Sales
2. Invoices for all Regions: assist with upload and invoice coding in Nexus
3. Docusign: create contracts for execution
4. Draft and send Lease defaults, Rent commencement letters, Rent increase letters, update Tenant Manuals and Newsletters
5. Tenant and Vendor COIs: Obtain, track, monitor for compliance & upload Certificates of Insurance in JONES.

• Efficiently respond to phone calls from various stakeholders, including, but not limited to customers, tenants and EDENS personnel
• Navigate accounting software programs and print a variety of accounting reports (JD Edwards).
• Initiate and track work orders, issuing instructions to vendors as required, follow up to ensure work has been completed correctly
• Update contact lists
• Assist and support Regional Property Managers in coordinating services, including, but not limited to, lot sweeping, pressure washing, janitorial services, security, landscaping, roofing snow removal and lighting.
• Serve as point of contact for service calls to vendors
• Make travel arrangements and complete expense reports for managers
• Help make collection calls and emails as needed
• Assist with preparation of incident reports to Insurance Manager
• Process Tenant Move Out Requests
• Update Angus software with Building, Tenant and Vendor contacts and information
• Prepare bill-back invoices to tenants.
• Open and close utility accounts
• Assist with special projects and other administrative duties as assigned

Skills and Abilities:

• Proficiency in Microsoft Office, specifically Word, Excel and Outlook to meet reporting, correspondence and budgeting needs. JD Edwards, Angus, Nexus experience preferred.
• Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partners
• Demonstrated ability to work and think independently.
• Ability to remain calm during crisis
• Effectively communicate upward, downward and laterally
• Convey willingness to help and display positive attitude at all times
• Strong organizational skills
• Ability to prioritize workload
• Committed to producing quality work
• Demonstrate strong support of corporate goals
• Stay up-to-date with changing procedures and software to help support RPM’s

Education & Experience Qualifications

• Minimum High School Diploma
• Minimum 2 years of administrative experience required; specific real estate or customer service experience strongly preferred.
• Proficient computer skills and ability to learn new software
• Prior experience with the following software programs is a plus: JD Edwards, ANGUS, NEXUS and Concur
• Experience in reading and obtaining basic information within leases

The Company reasonably and in good faith expects to pay between $50,000 and $60,000 for this position.

Qualifications

Skills Behaviors:Motivations:EducationExperienceLicenses & Certifications

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

PI284080991