Administrative Assistant to Property Management

Qualifications
To perform the job of a property management department administrative person successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Minimum of 5 years administrative support experience
  • Prefer Commercial Real Estate experience and/or knowledge
  • Advanced knowledge of Microsoft Word, Excel, Outlook, OneNote and SharePoint
  • Knowledge of MRI, Avid, SharePoint preferable, but not mandatory
  • Typing: 60 wpm
  • Organizational and administrative skills
  • Strong interpersonal skills are required to work with all levels of employees and customers
  • Strong written, verbal, organizational, administrative and communication skills
  • Attention to detail with the ability to work in a fast paced environment
  • Exceptional administrative skills with experience supporting multiple individuals in an office environment
  • A professional appearance and telephone manner is essential
  • An understanding of basic accounting principles
  • Proven ability to meet multiple deadlines in an extremely fast-paced environment while maintaining quality of work and professional demeanor
  • Flexible regarding changing priorities

Tasks:

  • Assist multiple Property Managers with full range of duties related to the property management of retail shopping center portfolio
  • Schedule meetings and inspections
  • Copying, faxing, scanning, mail, Federal Express, general correspondence
  • Pre-qualify prospective tenants over the telephone
  • Draft compliance Letters and defaults
  • Ability to interpret and fully understand leases and related documents
  • Abstracting Leases
  • Assist in the notification and collection of sales data and insurance certificates
  • Relieve company receptionist on a rotation basis with other administrative assistants
  • Field tenant phone calls and handle issues within set guidelines
  • Prepare correspondence and documents for manager’s review
  • Respond to service calls from tenants, arrange service with vendors and assure work is complete
  • Prepare monthly reports for review and distribution
  • Assist with the preparation of budgets
  • Responsible for obtaining estoppel letters
  • Assist property managers with rent collection efforts
  • Research leases, invoices and contracts
  • Other assignments as needed

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