Location: Indianapolis,IN, USA
Overview
Assists in performing all office administrative duties and all tenant relations duties at 101 West Ohio. Assists in maintaining all office filing systems. Coordinates all office purchasing. Assists in coordinating all tenant related activities. Assists Property Manager in all areas as required at 101 West Ohio Street and 151 West Ohio Street.
Responsibilities
* Assists in covering lunch at Security Desk once weekly and breaks daily.
* Order all office supplies, including restroom supplies for entire building.
* Sends, receives and distributes all faxes.
* Assists in maintaining all office filing, including lease files, accounting files and contractor files.
* Maintains office equipment and coordinates with office equipment vendors.
* Provides relief for security officer when required.
* Monitors and records tenant comments from suggestion boxes.
* Prepares expense budgets for her areas of responsibility and administers these budget items to be within three percent of budget. Explains variances as required. This includes budgets for third-party properties.
* Assists in service at quarterly tenant lobby functions.
* Essential Duties and Responsibilities cont'd:
* Delivers all correspondence to tenants on-site.
* Assists in coordination of new tenant move ins.
* Assists in planning tenant/children holiday events.
* Coordinates holiday charitable event.
* Monitors janitorial service including receiving complaint calls, passing on to service provider and follow up. Also performs regular building and third-party property walk-thru.
* Maintains accurate records of janitorial staff employee drug testing and criminal background checks.
* Bids contract services as required.
* Assists in preparation of quarterly financial statement reporting.
* Requests, receives and evaluates proposals for property services.
* Maintains stacking plans for all properties.
* Prepares Lease Abstracts for new Leases.
* Assists Property Manager with Leasing Duties including proposal preparation, marketing
* Material preparation, coordination of marketing events, and prospective client tours.
* Codes invoices and submits invoices to Avid for payment.
* Assists in training Property Administrator position.
* Maintains good relationship with all building occupants, co-workers and contractors.
* Suggests plans to be more cost effective and efficient in office procedures.
* Assists associates in resolving all tenant issues when required.
* Assists staff during emergency procedures.
Qualifications
* High school diploma required. College Degree preferred.
* Work experience in commercial real estate preferred.
* Common sense and customer service skills.
* Ability to operate windows-based PC with Microsoft Word, PowerPoint, and Excel and Internet Access. Ability to complete research via internet as required.
* Ability to efficiently operate multi-line phone system, and basic office equipment, i.e. postage meter, copier, adding machine.
* Ability to read and interpret documents such as lease files, amendments, contracts, memos from management office.
* Ability to communicate effectively with all tenants, associates and contractors in a professional manner.
* Ability to solve practical problems and deal with a variety of concrete variables in situations where limited standards exist.
* Ability to remain calm and professional in high stress situations.
We offer a competitive benefit package for full-time, regular team members that includes: group medical, dental, vision, life, and disability benefits, as well as participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement and an employee assistance program. We also offer paid time off, holidays, and floating holidays and are proud to offer participation in a 401(k) plan with a company match!