| Job Summary
The skills shall consist of, but are not limited to, the following:
- Must be able to work with minimum supervision and be proactive in completing daily tasks within stated deadlines
- Maintain open communications and foster harmonious working relationships among all personnel
- Possess excellent verbal, written, interpersonal, communication and organizational skills
- Possess computer fluency in Microsoft Office (Word, Excel, Publisher, Power Point, etc.), as well as reasonable proficiency in other software programs (QuickBooks, ACT, etc.)
- Possess attention to detail, quality and accuracy in all work
- Ability to think, assess and act decisively in handling multiple tasks concurrently
- Use good judgment to ask appropriate questions and request assistance when needed
- Self-motivated and highly skilled problem solver
- Accept additional duties as necessary or required
- Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent
- Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Organizes or schedules other people and their tasks
Administrative
- Receives calls, determines nature of business, and directs callers to appropriate destination; Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable
- Greets guests and visitors to the office and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious, and efficient manner
- Provide backup support to property management: assist with dispatch for routine tenant service requests (light bulbs, plumbing, heating or air conditioning concerns, janitorial complaints, etc.) and requests assistance from the Property Manager with more complicated or lease related concerns
- Assist with maintaining accurate tenant records, particularly keeping the property management software up to date with tenant information, work orders, preventative maintenance records, and building equipment
- Assist with preparing, organizing and filing project related documents: Renderings, drawings, as-builts, contracts, proposals, logs, certificates, etc.
- Assist with preparing, organizing and filing property management related documents: Lease abstracts, certificates of insurance, elevator certificates, vendor contracts and reports, service proposal requests, emergency guides, etc.
- Review, code and enter invoices for payment in QuickBooks
- Create and update logos, letterheads, business cards, leasing flyers, signage and all other print and electronic materials
- Maintain and update all website and social media presence: WordPress, Facebook, Twitter, Linkedin, etc.
- Maintain and update Loopnet and Costar listings
- Prepare and distribute written and visual materials for press releases, email campaigns and speaking engagements
- Schedule and coordinate conference calls and meetings for principals
- Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verify receipt of supplies
- Proofread legal documents and contracts
- Maintain, troubleshoot and coordinate repairs to office equipment: phones, copy machine and all other IT related services and equipment
Qualifications and Skills
Proficient in MS Office (Outlook, Word, Excel, Publisher)
Familiar with ACT! and Constant Contact
Familiar with Quickbooks
Benefits
Medical, dental and 401K after probationary period.
Job Type: Full-time
Job Location:
Required experience:
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