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Administrative Assistant - Property Management

Posted on Jan 17, 2019 by EQ Office

New York, NY 10001
Senior Appointments
Immediate Start
Annual Salary
Full-Time

US-NY-New York

Job ID 2
Category Administrative/Clerical

The Administrative Assistant - Property Management administrative support to the General Manager and Property Teams in order to ensure efficient operational organization. Responsible for maintaining the day-to-day relationships with customer contacts.

As the Administrative Assistant - Property Management, one is held accountable to, however not limited to, the following job functions:

ADMINISTRATIVE

  • Answer and direct all incoming phone calls. Provide assistance when possible and route calls to appropriate employees.
  • Greet visitors and clients.
  • Sort, organize and distribute all incoming mail.
  • Prepare and send all outgoing mail and packages including certified, overnight and special deliveries.
  • Type general correspondence and memos.
  • Update and file all documents for Vendors and Customers.
  • Create and maintain various filing systems in an accurate and organized manner. Review, purge and forward files to appropriate storage location in accordance with company record retention policy.
  • Maintain and update employee, clients and customer contact databases.
  • Create/update mail merge data base and prepare correspondence for large mailings.
  • Organize, compile and prepare reports for distribution.
  • Order and maintain adequate supply of departmental office supplies.
  • Organizes all conference room reservations.
  • Organize department lunches, meetings, events and business travel.
  • Complete required training courses.
  • Support other special requests or projects as requested.
OPERATIONS AND CUSTOMER SERVICE SUPPORT
  • Assist with customer service requests and escalate issues to the appropriate property management staff.
  • Follow-up with customers to ensure service requests are completed to their satisfaction.
  • Coordinate customer meetings, trainings and events.
  • Assist with coordination of customer move ins and outs.
  • Interact with customers to foster ongoing relationships.
  • Manage vendor certificates of insurance.
  • Prepare purchase orders, contracts and addendums.
  • Coordinate access for vendors.
  • Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents.
  • Update Building and Tenant Emergency Response Manuals.
  • Monitor work orders in Angus and ensure all requests are responded to within 30 minutes. Assist teams with updates.


REQUIRED QUALIFICATIONS:
  • Real estate / property management experience.
  • Proficiency with Microsoft Word and Excel
  • Ability to organize and prioritize workload
  • Strong written and verbal communication
  • Excellent attention to detail and accuracy.
  • High school diploma.


PREFERRED QUALIFICATIONS:
  • Approximately 1-3 years of previous administrative experience.
  • Some college.

Reference: 614988670