Administrative Assistant

Job Title:

Administrative Assistant Reports To:

Property Manager

POSITION SUMMARY

This position is responsible to assist the Property Management staff in day‐to‐day management/office operations and business development.

Responsibilities:

Works closely with Property Management staff to generate, maintain and report information and files through routine administrative and clerical tasks while maintaining professionalism in an office environment. Adhere to all Federal, State, and local laws. Essential duties and responsibilities include but are not necessarily limited to those listed:

DUTIES AND RESPONSIBILITIES

A. Provide exceptional customer service by providing an accommodating response to customer and team member requests. B. Manage and direct phone and email inquires to their respective department and individuals. C. Coordinate office equipment and services bids, implementation and management including phones, computers, printers, software, IT support, etc. at the corporate headquarters, regional offices and satellite management offices. D. Support efficient office operation by standardizing, sorting, organizing, scanning, filing, saving and purging physical and digital files including forms, documents, reports and correspondence in paper and electronic files. E. Data input, report creation and analysis concerning tenant information and investment properties' financial performance in Property Management software, accounting software and MS Office products. Generate and distribute periodic reports for owners, investors and agencies. F. Generate, save, file and review monthly accounting statements for accuracy. G. Assist in the execution of management agreements, lease agreements and renewals. H. Create commercial lease abstracts and manage lease renewals and escalation billings. I. Assist in the creation and implementation of Fire, Life Safety and Emergency Plans. J. Coordinate, monitor and support bidding and managing global contracts for utilities, waste removal, office supplies, phones, internet, laundry, etc. K. Assist with marketing and leasing efforts including website design and maintenance, competition comparisons, Event Planning (Groundbreaking, ribbon cuttings, tenant appreciation events). L. Assist with Human Resources tasks by facilitating the hiring, onboarding, training, payroll, policy, expense report, performance reviews and ongoing employee management processes. M. Assist in the production of newsletter to tenants and coordination of events for superior tenant relations and retention. N. Attend all training sessions that are offered by the company and other outside trainings as requested by your supervisor. O. Any additional duties or responsibilities assigned by your supervisor.

KNOWLEDGE, ABILITIES, AND OTHER QUALITITES

To perform this job 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

LANGUAGE & SKILLS

Ability to speak effectively and respond to questions from tenants, vendors and co‐workers.

MATHEMATICAL SKILLS

The ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. Ability to compute rates and ratio.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several variables in standardized situations.

OTHER SKILLS & ABILITIES

Ability to operate office equipment such as computer, copier, fax, scanner, typewriter, calculator, and telephone. Knowledge of basic administrative, office and clerical skills. Knowledge of basic computer use and proficient knowledge of Microsoft Office, Word and Excel.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, use hand to finger, handle, feel objects, tools or controls, reach with hands and arms, required to stoop, kneel, squat, crouch or crawl. The employee is required to sit a great amount of time. Specific Vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Manual Dexterity required included the ability to efficiently operate office equipment. The employee must occasionally lift and/or move up to 20 lbs.

Pay:

$15.00 - $17.00 per hour

Benefits:

Paid time off Referral program

Experience:

Administrative Assistant:

1 year (Preferred)

License/Certification:

Driver's License (Preferred) Ability to

Commute:

West Middlesex, PA 16159 (Required)

Work Location:

In person