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:
- Sales: collect sales data, enter in JDE system, create monthly report of Missing Sales
- Invoices for all Regions: assist with upload and invoice coding in Nexus
- Docusign: create contracts for execution
- Draft and send Lease defaults, Rent commencement letters, Rent increase letters, update Tenant Manuals and Newsletters
- 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.
