Job details
Salary $19 – $21 an hour
Job Type Full-time
Qualifications
- Administrative: 1 year (Preferred)
- US work authorization (Preferred)
Benefits Pulled from the full job description
Health insurance
Dental insurance
401(k)
Flexible spending account
Paid time off
Vision insurance
Full Job Description
Job Title
Administrative Assistant
Reports To
Primarily to Property Manager
Secondary to Vice President of Property Services
Job Overview
The Administrative Assistant serves as the office’s first point of contact, this involves assisting all callers and visitors in a helpful and courteous manner. The Administrative Assistant must be able to multi-task and provide prompt and efficient administrative support for the office. Strong organizational skills and the ability to prioritise are a must. While the following information should be considered a comprehensive description of this position, it should be noted that some responsibilities and duties may not be specifically addressed. Ciminelli reserves the right to amend or change this description at any time.
Essential Duties and Responsibilities (In no order of priority)
- Responsible for answering and directing all incoming calls in a helpful and efficient manner. All calls must be answered on or before the third ring. All online/email/fax requests must be responded to within 15 minutes of delivery.
- Greet and assist all visitors, guests, clients, etc. in a professional and courteous manner.
- Communicates all tenant service requests promptly to appropriate property and facility personnel.
- Maintains accurate and timely records of all requests via the Corrigo and/or Workspeed work order system.
- Handles correspondence, incoming and outgoing mail and packages, including confidential materials, in a professional and expedient manner.
- Orders and maintains an inventory of office supplies.
- Maintain central key cabinet and key sign-out logs in Property Management office.
- Updates after hours phone messages.
- Set up and maintain accurate tenant/vendor records (to include tracking and maintaining current insurance certificates and HVAC maintenance contracts). Ensure all filing is updated in a timely fashion.
- Provide assistance in preparing materials, compiling information and helping with other special projects as required.
- Assists accounting department in the monthly compiling and electronic distribution of monthly operating reports.
- Skilled in Microsoft Outlook, Excel, and Word. Also Adobe Acrobat.
- Display flexibility in performing other duties as assigned.
Equipment/Software
Microsoft Word, Microsoft Excel, Microsoft Outlook, Adobe Acrobat and In-Design, Corrigo Work-Order System, REA, and MRI
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works inside under office conditions. However, the duties and responsibilities of Administrative Assistant require some outside time with possible extended exposure to cold or extreme heat. While performing the duties of Administrative Assistant, the employee is regularly required to handle, or feel objects, computer and office equipment controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and smell.
The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.
The noise level in the work environment is usually low.
Behavior Requirements
- Positive attitude, dependable, self-starter.
- Ability to handle stressful situations.
- Calm yet capable in an emergency.
- Willingness and ability to learn additional software packages as required.
- Ability to establish strong interpersonal relationships with team members.
- Professional demeanor.
Education and/or Experience
High school education or equivalent.
Skills
- Professional phone manner.
- Proficient computer use.
- Excellent organizational skills, detail-oriented, concern for accuracy and efficiency.
- Good listening skills.
- Prioritization skills.
- Excellent interpersonal and communications skills.
- Strong reasoning abilities.
Language and Mathematical Skills
- Must be able to work at a fast pace, perform duties while under pressure and meet deadline in a timely manner, to interact/communicate with other employees, Owners, Tenant, vendors and the public in a professional and pleasant manner.
- Organizational and interpersonal skills necessary to provide clerical and administrative support.
- Must be able to work with figures and understand basic financial concepts.
- Requires customer service skills in order to resolve problems, answer questions and assist the Director of
Leasing / Leasing Agent(s) with Tenant questions.
- Must have the ability to work unsupervised and be self motivated while motivating others.
- Professional phone manner.
- Basic computer knowledge – familiar with MRI, Corrigo, Adobe Acrobat, Photoshop, REA, Microsoft
Word, Excel, Publisher, and Outlook.
Reasoning Ability
High. Must be able to apply principles of logical thinking to a variety of practical situations and accurately follow standardized procedures that may require minor deviations. Must be able to think rationally beyond a specific set of instructions.
Certificates, Licenses, and Registrations
Valid Florida Drivers License
Valid Florida Real Estate Salesperson License not required
Driving Requirements
The Lease Administrator may need to make use of their personal vehicle for work-related duties.
Job Type: Full-time
Pay: $19.00 – $21.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Experience:
- Administrative: 1 year (Preferred)
Work Location: One location
