Current Positions

Building Administrative Assistant

Essential Duties and Responsibilities

• Ensure timely and professional services are provided to the tenants. Respond to tenant requests and dispatch requests as required
• Maintain accurate recording and documentation of tenant requests and issues, and follow up to ensure the services were performed or the issue resolved

• Maintain accurate records of tenant services for monthly billing purposes through tenant work order system..
• Draft and distribute tenant memorandums, as directed by Property Manager
• Maintain the necessary supplies and services required for operating a Class “A” office building
• Coordinate and assign tasks to co-workers, as directed by the Property Manager

• Process all tenant requests and review with Property Manager / accounting team for tenant billings.  Distribute monthly rent statements and back-up.
• Assist the Property Manager / accounting team with collections of receivables
• Accurately code and process all accounts payables through Avidxchange AP system.

Responsibilities

• Report to the Property Manager
• Prepare purchase orders, contracts and other operational documents for Property Managers approval.  Maintain accurate records of same.
• Issue, as required, documents for corporate approvals, track same, and record and provide required documents to vendors, contractors etc.  
• Receive vendor/contractor invoices, stamp, code and match invoice with purchase order; coordinate required sign-offs
• Maintain monthly reports including updates to the budget at the Property Manager’s direction
• Coordinate with main office accounting, asset management and leasing department on all payment and income related issues
• Assist in the coordination of onsite consultants & contractors work efforts.  Prepare daily building schedule.
• Maintain all building documents and files (contracts, as built plans, insurance certificates, and all other building operational records) in an orderly manner
• Track tenant charges & provide to Property Manager for billing purposes
• Coordinate security & engineering staff needs
• Coordinate tenant requests, move schedules and identification signage
• Maintain accurate documentation of all contractors insurance certificates, prior to work commencing
• Assist in the coordination and scheduling of fire/emergency drills
• Assist the Property Manager in the preparation of annual budget
• Assist in other areas as directed by the Property Manager
• Track payroll and attendance of janitorial staff
• Coordinate tenant appreciation and events and holiday gifts

Skills & Qualifications

• Bachelors Degree; Associates Degree with related experience, minimum of 3 to 5 years in a similar work environment
• Act accordingly with confidential information and dialogue
• Excellent phone, communication and interpersonal skills
• Proficient in MS Word, Excel, Outlook, tenant work order system and AP system.
• Working knowledge of the internet and internet search techniques
• Ability to work independently with minimum supervision
• Flexibility to handle changing priorities and projects
• Ability to prioritize workload with attention to detail and to complete projects in a timely and efficient manner
• Excellent writing skills including, proof reading and editing