POSITION SUMMARY: Responsible for providing general administrative support, oversight, and organization to Corporate Operations, Property Operations, and other departments, as needed. ESSENTIAL FUNCTIONS:1. Administrative Support - Corporate Operations Duties
- Screen, direct, and facilitate phone and email communication from internal and external contacts. Create correspondence based on various communication. Liaise with employees, vendors, tenants, etc.
- Assist with the processing, coding, submitting, and tracking of invoices and purchase orders in Yardi Voyager system. Research invoices and follow up with vendors as needed.
- Assist with Company vehicle program. Maintain vehicle records, disseminate material (registrations, inspection requests, etc.), coordinate requests from vehicle vendor. Help facilitate vehicle deliveries and sales.
- Assist with maintaining vendor and tenant insurance records. Reviewing and submitting insurance, updating insurance database, screening questions from vendors and tenants.
2. Administrative Support - Property Operations Duties
- Maintain filing/record systems (electronic and physical). Ensure data in vehicle, insurance, and other systems are accurate and up to date. Add and delete employees from various systems.
- Coordinate stationery/business card, hard hat, safety vest, and other item orders for Property Operations.
3. Additional Duties
- Maintain employee calendars (accept/reject meeting invitations) and schedule meetings.
- Obtain signature on important documents.
- Arrange travel (hotel, flights, car) upon request.
- Process expense reports, as needed
- Collect and distribute mail and packages.
- Perform special projects as assigned.
SECONDARY RESPONSIBILITIES:
- Provide administrative back-up as necessary to other teams (mail, switchboard, etc.).
- Perform other job-related duties as assigned.
QUALIFICATIONS: Education: High School Diploma or equivalent.Some college preferred. Professional Experience: Minimum of five year of administrative experience. Computer Skills:
- Advanced PC skills using Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) and ability to learn company specific software.
- Ability to adapt to new or changing software programs.
Mobility: N/A Other Requirements:
- Focused, Detail-oriented, with strong organizational skills.
- Excellent time management and prioritization skills.
- Ability to initiate and follow through on work independently.
- Requires excellent oral/written communication and interpersonal skills.
- Ability to work well with management and staff as well as external company contacts.
- Excellent telephone etiquette to project a positive company image.
- Excellent customer service capability with both internal and external customers.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)