The Administrative Assistant will offer support to the Property Manager in various assigned capacities and will receive information and training support from assorted sources. The Administrative Assistant is an important part of the day-to-day operations. As such, at times when the Property Manager is unavailable, the Administrative Assistant will handle routine duties of the Property Manager whenever possible, acting as a liaison between Tenants and Management.
www.midtowntampa.com
MAJOR DUTIES AND RESPONSIBILITIES:
Daily:
1. Code and approve invoices
2. Answer phones, take messages and send faxes
3. Prepare documents for FedEx shipping
4. Draft correspondence for Property Manager (merge letters, center letters)
5. Filing
6. Respond to maintenance calls
Monthly:
1. Track and collect tenant HVAC maintenance agreements
2. Create water billings to tenants
3. Create electric billings to tenants
4. Log tenant monthly sales
5. Maintain current tenant/vendor insurance certificates
6. Assist PMs with articles for tenant newsletters, mass mailings
7. Prepare/draft vendor form contracts
Reporting:
1. Maintain, generate and distribute PM reports
2. Budget report compilation
Marketing:
1. Assist in event programming; vendor scheduling; review marketing material and general marketing assistance as directed by PM. Attend all marketing events and assist as needed
2. Update shopping line as necessary
3. Maintain property website as needed
4. Coordinate social media postings, promotions and advertisements
5. Participate in marketing brainstorming meetings
As Needed:
1. Backcharges (utilities and regular/maintenance)
2. Store update completion and distribution
3. Update property binders
4. Miscellaneous projects as assigned
5. Provide back-up for other departmental support personnel as assigned/required
6. Help research recovery issues
7. Report roof leaks
8. Complete insurance claim forms as necessary
9. Maintain life safety inspection log (sprinklers, alarm, elevator)
REQUIREMENTS:
1. Have at least a high school diploma and two years administrative experience in the real estate industry;
2. Be able to multi-task;
3. Must have the ability to maintain a level head and think on their feet to resolve issues;
4. Be well organized and detail oriented;
5. Have a genuine desire to gain further knowledge by pursuing additional education and training;
6. Be able to work independently;
7. Be able to handle multiple interruptions with minimal distraction;
8. Be knowledgeable in multiple computer programs, such as Access, Word, Excel and MRI, ApplicationXtender (Legato) and Outlook;
9. Have a strong command of grammar/writing and communication skills;
10. Have strong math and analytical skills;
11. Have outstanding office skills (typing, filing, telephone, interpersonal, etc.);
12. Be able to maintain multiple databases;
13. Have basic lease interpretation skills.
14. Must be able to work some weekends.
WEOFFER:
1. Competitive salary
2. Medical
3. Dental
4. Vision
5. Life
6. 401(k)
7. Generous paid time off
8. Annual Reviews
9. Positive Work Environment
CASTO offers a supportive and inclusive environment for all associates and their families. We are an equal opportunity employer and a Drug Free Workplace. Successful completion of a background check is required for this position.
