PROPERTY MGMT ADMIN ASST

Summary

The Property Management Administrative Assistant reports directly to the Vice President of Property Management and is primarily responsible for assisting with assigned responsibilities.

General Duties

• Assist the with daily tasks.
• Assist in all aspects of general office coordination for the department.

• Be available for various tasks and special projects.
• Support Facility Maintenance Coordinators and management staff with administrative tasks.
• Perform general clerical duties to include, but not limited to copying, word processing, faxing, and mailing.
• File and retrieve departmental documents, records and reports.
• Open, sort and distribute incoming mail, faxes and packages.
• Schedule and coordinate meetings, including developing and distributing meeting agendas and minutes.
• Research and prepare manual invoices for payment processing.
• Review invoice upload detail discounts by vendor for accuracy and compliance; resolve discrepancies with vendors.
• Process new vendor set up requests.
• Perform Service Agreement data entry, mailing and scanning.
• Maintain W9s and Certificates of Insurance for current service providers.
• Perform equipment updates in system.
• Prepare documents for legal review.
• Assist in the preparation of Request for Proposals (RFPs) and track responses.
• Compile data and prepare reports as needed.

• Prepare workspaces for new associates.
• Support budget planning efforts within the department.
• Create and maintain departmental process flows, organizational charts, documentation and training materials.
• Complete requisitions for office supplies as needed.
• Must be fully vaccinated from COVID-19, as defined by the CDC, by the date of hire. Proof of vaccination required. Request for medical or religious accommodation must be made prior to the start date.