Admin Assistant I

7 days ago


Columbia, United States Corporate Office Properties Trust Full time

POSITION SUMMARY:

Provide general administrative support to Property Operations and onsite Asset Management. Facilitate communication between internal contacts, insurers, vendors, and tenants.

ESSENTIAL FUNCTIONS:

1. General Administration -

* Performs administrative responsibilities including (but not limited to): screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar.
* Prepare various documents for operations to include claim submissions, incident reports, tenant handbooks, emergency contact lists, emergency response plans; maintain property files.
* Assist in projects, such as electronic data management, tenant events, archiving of documents, etc.
* Maintain office equipment, office supplies, kitchen supplies, uniform orders, marketing materials.

2. Accounting -

* Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations.
* Research invoices and follow up with vendors as needed.
* Create reports as requested.

3. Meeting Coordination -

* Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.
* Follow up on tenant requests.

SECONDARY RESPONSIBILITIES:

* Provide assistance to other department personnel and back up support as needed.
* Troubleshoot IT issues with IT department.
* Perform other job-related duties as assigned.

QUALIFICATIONS:

Education -

* High School Diploma or equivalent.
* College coursework or degree preferred.

Professional Experience -

* Minimum of two years of administrative experience.
* Commercial Real Estate experience preferred.

Computer Skills -

* PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
* Ability to adapt to new or changing software programs.

Mobility - N/A

Other Requirements -

* Ability to organize and prioritize work to meet deadlines.
* Ability to initiate and follow through on work independently.
* Intermediate proficiency with Microsoft Word, Excel, and Power Point.
* Excellent proofreading skills.
* Excellent written and verbal communication skills and a strong phone presence. Ability to handle internal and external calls.
* Proficiency with office equipment.
* Interest or desire to learn more about property management and/or insurance risk management.


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