The Administrative Assistant will provide day to day administrative support to the Property Management team, in supporting the goals and objectives of the Property Management Division in a positive, and professional client focused manner.
Responsibilities
* Provide administrative and clerical support which includes typing correspondence, spreadsheets, lists, scheduling appointments and meetings and contract
* With direction, assist in preparation of RFP's, collect and maintain RFP's and help to prepare a summary of bids received and contracts awarded
* Assist Sr. Property Manager and customers and/or tenants with general requests for information
* Receive and respond to tenant work orders and requests in a timely manner with a client focus
* Utilize computerized work order management system to enter building work order requests
* Work with Sr. Property manager on data collection, input, editing, roll-outs, etc.
* Obtain purchase orders for all outside contract work through Crain Procurify
* Code all invoices for payment and submit to Crain Receiving for payment
* Schedule, coordinate and bill for use of conference room.
* Receive executed leases, prepare abstracts when requested and maintain physical and electronic filing system
* Maintain approved vendor listing
* Maintain and track vendor and tenant Certificates of Insurance
* Order and maintain office supply inventory through chosen vendor, communicate location of office supplies
* Maintain building information for emergency manuals; update tenant and employee listings with emergency numbers
* Enter Energy Star data for applicable properties
* Maintain security access system; issue security/access cards and parking passes per tenant authorizations
* Assist with rent and CAM collections; follow up on rent delinquency as requested
* Work with property manager on utility start up and shut off, meter reading and billing data reports
* Assist with departmental mailings such as monthly tenant statements/invoices
* Assist in planning events for property managers/buildings such as blood drives, book fairs, holiday parties, etc. as requested
* Provide miscellaneous support to Property Manager as requested
Basic Qualifications
* High school diploma or equivalent
* Keen attention to detail
* Proven record of providing excellent internal and external customer service
* Effective oral and written communication skills
* Basic knowledge of real estate business and terms
* Experience using various computer software applications related to general business practices
Preferences
* Previous experience in using Microsoft Office products
* Previous experience using purchasing software
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Company Overview
Crain Communications has been at the forefront of the publishing industry for more than a century. Combining information with innovation, Crain delivers the story you can't get anywhere else. As a privately held company, we maintain a personal responsibility for elevating our work to be the best it can be. Every editor, reporter and correspondent at Crain shares the responsibility of ensuring the editorial independence and importance of our work. With an Audience First focus and uncompromising integrity, we strive to make a real impact for the individuals and industries we serve. While other media companies report the news, Crain gives it meaning. We add context to content, infuse information with insights, and initiate connections as well as conversations.
Crain Communications offers a competitive salary, a generous benefits package, profit sharing, and a friendly work environment. This is a great time to join our organization -- a profitable, well established publishing leader.
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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant
Employer's Job# CRAIN01312
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