Administrative Assistant Position Available In Wake, North Carolina

Administrative Assistant American Asset Corporation 7990 Arco Corporate Drive, Raleigh, NC 27617

JOB TITLE:

Administrative Assistant

DEPARTMENT

Property Management

REPORTS TO

Senior Property Manager SUMMARY:

This position is responsible for performing administrative and organizational duties such as liaising with residents, collecting rent, doing basic bookkeeping, operating a multi-line telephone system to answer incoming calls, and directing callers to the appropriate personnel, and requires the ability to efficiently handle administrative tasks in support of the office as well as the property management team.

DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE

ASSISTANT

Handling incoming and outgoing phone calls, completing administrative tasks, and having daily customer contact. Order office and break room supplies. Schedule meetings and travel arrangements for senior members of the company. Provide administrative support for operations. Assist in coordinating the agenda for senior management team Property Management meetings Organize and facilitated team-building programs and coordination of in-office meeting lunches. Organize and collect insurance manage the requirements for communication purposes verify requirements with our insurance company and according to tenant leases. Familiarize with tenant leases to identify tenant necessary information based on company needs. Manage certificate of insurance document requirements for: o Retail o Corporate o Vendors Maintain communication regarding agendas and scheduled timing for upcoming meetings. Via email and updating the calendar as needed. Print and distribute agendas and participate in the regularly scheduled monthly meetings: o Delinquency o Project and property management for both Raleigh and Charlotte o Raleigh office monthly meetings Greets guests to the office whether tenants, vendors or other contractors. Retrieves and distributes mail daily. Assists with mailing letters as well as overnight packages to the corporate office. Keeps the Pitney Bowes mail machine up to date. Assists tenants and vendors with keys to access buildings for both retail and office properties; maintains access log. Provides other assistance as may be necessary for the office staff.

TENANT COORDINATION

Distribute memos for property management: o Weather Advisory o Holiday hours o Sales Reports Requests Estimates and reconciliations: o Update and correct addresses and emails for communication o Organize and prepare mailings of these documents

Yardi Systems:

o Statements o Ledgers o Delinquency reports Assists Property Management in sending, collecting, tracking estoppels and other documents needed for retail and office properties. Assists in mailbox key distribution. Assists in space/mailbox keys for new tenant space.

MARKETING

Assists with special projects as assigned by Property Management. Assists with maintaining tenant directory of building.

LEASE ADMINISTRATION

Ensures all welcome letters (form letters) are submitted to tenant outlines lease and rental information and signed by Property Management.

ACCOUNTING

Submittal of all late rent letters to tenants and late fees notices; signed by Property Management.

SUPERVISORY RESPONSIBILITIES

: This job has no supervisory responsibilities.

QUALIFICATIONS

High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.

Computer skills required:

Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook); Other skills required : o Excellent judgment and discretion; ability to handle multiple priorities simultaneously, meet deadlines, and handle work-related stress is required. o Friendly, courteous, service-oriented, professional, outgoing, and customer service oriented. o Remain calm and professional in stressful situations. o Detail oriented while maintaining an extremely positive attitude. o Must be able to work independently and productively with minimum supervision. o Recognize problems, identify possible causes and resolve routine problems. o Team player with a “can do” attitude that can work in a fast-paced environment. o Ability to establish and maintain professional atmosphere for employees, clients and customers. o Attention to detail. o Completes responsibilities correctly and on time. o Understands business implications of decisions.

COMPETENCIES

Ethics

• Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Adaptability
• Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality
• Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Cost Consciousness
• Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources. Customer Service
• Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Dependability
• Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative
• Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Oral Communication
• Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Organizational Support
• Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity. Professionalism
• Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Written Communication
• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. o

Environment:

Standard office setting as well as construction site. o

Physical:

Sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer keyboard. Sufficient mobility to work on construction site; stand and walk; Exposure to outdoor elements such as sun, rain, etc. The employee must occasionally lift and/or move more than 10 pounds o

Vision:

See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents. o

Hearing:

Hear in the normal audio range with or without correction.

Job Type:

Full-time Schedule:

Monday to Friday Ability to

Commute:

Raleigh, NC 27617 (Required) Ability to

Relocate:

Raleigh, NC 27617: Relocate before starting work (Required)

Work Location:

In person