JOB DESCRIPTION

Administrative Assistant to the Property Management Department

Overall Departmental Duties:

Receive incoming calls from tenants, field personnel and fellow Property Management personnel.
Schedule and confirm meetings.
In absence of Property Manager, coordinate tasks for tenant emergencies with on-site maintenance personnel.
Prepare and file service agreements and contracts.
Establish and maintain a database on all contractors and vendors for the Company.
Ensure current contracts and service agreements timely prepared, sent to vendor for signature and returned counter signed with appropriate insurance.
Maintain a database of service agreements and associated expiration dates.
Maintain a database for tenant and vendor insurance.
Maintain Property Management files as necessary.
Assist the department in completing various correspondences, administrative forms and reports. This includes tenant letters, property inspection reports etc.
Coordinate prospective tenant visits for leasing agents and facility maintenance personnel.
Research tenant lease files, leases, past correspondences etc. as requested by Property Managers.
Maintain a file for all Certificates of Occupancy for all tenants at all properties.
Assist the accounting department and legal department as necessary.

Requirements:

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks and multi task as necessary.

· Minimum 5 years administrative experience.

· Thorough working knowledge and familiarity with the functions of a full service commercial real estate company.

· Proficiency in Microsoft Office including but not limited to Outlook, Word, Excel, One Drive and Sharepoint and Yardi.

· Extremely detail oriented and self-motivated to assist the department and assist other departments as necessary.

· Team player with willingness to learn and promote the growth of the company.

J. Loew Property Management

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