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Administrative Assistant

5 months ago

Arlington, United States ROCS Grad Staffing Full time

This is a great opportunity for a candidate with previous administrative experience looking for a new challenge. We are looking for a quick learner and energetic representative to assist with all reception and administrative duties, coordinating tenant service requests, administration of tenant lease agreements, billing and collecting tenant receivables (Accounts Receivable), and processing all invoices and mailing payments (Accounts Payable). You will also assist the Property Manager with monthly and quarterly reporting, annual budget preparation, and all other duties relating to property management as necessary.


General Administrative Duties

  • Answer phones and ensure that phones are properly covered during office hours.
  • Maintain inventory of office supplies; order fitness center and office supplies as needed.
  • Open and distribute mail.
  • Oversee all matters related to office communication and equipment including office and mobile phone accounts, building radios, and copiers/scanners.
  • Maintain a database/email distribution list of all tenant contacts.
  • Enter tenant work tickets in the online work order system, dispatch them to the engineer, and follow up with tenants.
  • Prepare memos and correspondence. As requested, proofread documents prepared by the PM or Engineer.
  • Review and code incoming invoices and give them to the Engineer to match the Purchase Order (PO).
  • Sort and deposit rent payments, scan and email copies to the accountant
  • Maintain lease, vendor, and building files. Create new files as needed.
  • Maintain the tenant security key card administration (Datawatch / Kastle). Issue and activate new keycards with proper tenant & PM approval. Update key card access lists periodically.
  • Adhere to established deadlines so that all invoices and other AP/AR functions are processed timely.


Conference Room Coordination

  • Create (if needed), review, and approve reservations.
  • Confirm reservations with the tenants about one week prior and create floorplans of the room setups for engineers.
  • Check the room after it has been set by the engineers.
  • Create signs for the meetings.
  • Assist tenants with AV connections (if needed).
  • Check the center after the meetings have concluded (TVs are off, 6 remotes in place, etc.)


Event Planning

  • For small budget events, solicit appropriate vendors for the events.
  • Create POs with your selected vendors and send them to the PM for her approval.
  • Create and print flyers for the events. Post the flyers in each building
  • Create and send memos for each event to the tenants.
  • Create floorplans for the engineers to setup the Conference Center for the events.
  • Decorate the room for the events (optional)
  • Coordinate with vendors on delivery, setup, and cleanup


Assist the Property Manager

  • Perform quarterly janitorial inspections with the night supervisor.
  • Coordinate quarterly tenant roundtable meetings, prepare agenda, and meeting minutes.
  • Maintain tenant relations with regular tenant visits and phone calls.
  • When a new lease is signed, distribute all new move-in information to the tenant to prepare for their
  • arrival in the building.
  • Assist the Leasing Agent and Property Manager in leasing efforts and show available space to prospective tenants if requested.
  • Prepare vendor contracts by populating the data in the contract template, completing the data fields in the Contract Submittal forms, and submit to PM for review.


Process Accounts Payable

  • Adhere to the accounting deadlines (or deadlines set by the PM for his/her review) to ensure that there are no delinquent payments. APM to manage his / her time to perform this task, and incur (pre-approved) OT as necessary to complete by the deadline.
  • Code all invoices with the correct expense code using the approved budget / critical path. If not budgeted, confer with the Property Manager for an alternate code.
  • Ensure that each invoice is valid. If the invoice has an incorrect billing address, contact the vendor by phone or in writing if necessary to get the address corrected.
  • Ensure each building repair invoice has a purchase order (PO) from the engineer before processing for payment.
  • Ensure vendors are registered in RMIS. For new vendors, obtain W-9s and complete vendor set-up forms for PM’s signature and submit them to accounting.
  • When checks to vendors are returned to the management office for distribution, attach a check copy to the invoice, distribute checks to vendors with proper remittance slips if necessary, and file the paid invoice in the central AP files.
  • Ensure that AP files are maintained so that each vendor has its folder labeled by vendor name.

Lease Administration

  • Review and “abstract” new tenant lease agreements to prepare for transmittal to the building owner.
  • Input all pertinent information into the Accounting and Management system for billing and tracking
  • purposes. Manager to approve with signature.
  • Order new tenant suite signage/lobby directory, coordinate move-in activities, and coordinate tenant
  • welcome gifts. Complete the Move-In Checklist.
  • For tenants that are not renewing their leases, complete the Move-Out Checklist.
  • Review to ensure that all COIs are current and that proper additional insured requirements are maintained. Contact tenant if COI is expiring or additional insureds are incorrect.
  • Compile and maintain complete lease files on all tenants including tenant move-in information and accounting correspondence.


Qualifications for Assistant Property Manager:

  • Previous office experience
  • High level of attention to detail and organization skills
  • Ability to multi-task, prioritize. and complete assigned duties to achieve operational objectives.
  • Strong customer service and people skills.
  • Strong written and verbal communication skills. Ability to interact with management, co-workers, and tenants to exchange / convey industry specific concepts.
  • Excellent time-management and general organization skills.
  • Proficiency in Microsoft Suite (Word, Excel, Outlook, and PowerPoint) is required.
  • Knowledge / experience with software applications such as MRI, Yardi, and Kardin is a plus.
  • Bachelor’s Degree preferred or equivalent combination of education, training, and experience.
  • Commercial real estate, event planning, or bookkeeping experience preferred.