Administrative Assistant – Eastern Portfolio

Department

Eastern Portfolio

Job Location

Corporate

Reports To

Portfolio Coordinator

FLSA Status

Exempt

Job Responsibilities

SPECIFIC DUTIES

  • Responsible for preparing, obtaining approval, and distributing property management contracts for signature. Includes insuring accuracy, proofreading, and providing any necessary backup for managing director’s signature.
  • Compose routine correspondence including mass mailings, violation letters, notices, d/b/a change letters, letter agreements, commission agreements, holdover letters, under canopy letters, etc. Proofreads documents being presented for signature for accuracy and unapproved changes.
  • Responsible for the distribution of fully executed leases and amendments. Includes issuing notice of executed document and updating electronic files. Confirms tenant’s receipt of executed documents.
  • Provide and receive information concerning property management maintenance issues (roof leaks, utilities, security, etc.) utilizing software programs.
  • Assist with entering budget info and coding of budgeted project invoices.
  • Assist with the processing and coding of invoices.
  • Prepare and distribute closing and recapture notices.
  • Communicate with contractors regarding contractual services, scheduling, insurance requirements, and troubleshooting issues for various projects.
  • Maintain control of files of matters in progress and follows up to ensure that required action items are complete.
  • Track and deactivate utilities for vacating tenants.
  • Coordinate calendars, call-in numbers, and attend meetings to furnish information and take notes.
  • Responsible for phone and front office coverage, as required.
  • Assist with the preparation of convention materials.

QUALIFICATIONS

  • One-year certificate from college or technical school with two to four years related experience or equivalent combination of education and experience.
  • Associate’s Degree (AA) with one to two years related experience; certification from two-year college or technical school with two to four years of related experience or equivalent combination of education and experience.
  • Notary Public

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