Administrative Assistant

2 weeks ago

Humble, United States Ventas Full time

Job Description:

Provides administrative and operational support for Property Management Office and functions as frontline contact to external and internal customers, tenants and vendors.

Responsibilities

  • Routes incoming calls in a professional, friendly manner and provides customer service assistance as appropriate.
  • Dispatches and tracks routine work orders to maintenance and janitorial staff.
  • Coordinates vendor/contractor services as appropriate.
  • Maintain service agreements and assure tenant and vendor certificates of insurance meet all requirements.
  • Maintains and monitors key control and vendor/contractor access.
  • Establishes and maintains all files, records, and databases (e.g., tenants/leases, vendor contract files, maintenance records, certificates of insurance, management reports, etc.).
  • Composes routine professional correspondence using accurate spelling and word usage.
  • Assists with lease administration: lease preparation and review, collections, move-in/move out procedures, tenant improvement coordination, tenant relations, event coordination, etc.
  • Assists with financial operations: review, track, and code invoices for payment, prepares timesheets for approval, monitors rental deposits, prepare, track and monitor purchase orders and contract documents, compiles data for annual budgets, etc.
  • Assists with property inspections as assigned.
  • Responds to emergency situations in accordance with appropriate policies & procedures.
  • Adheres to all safety standards, policies & procedures, and codes of conduct.
  • Reports all pertinent events and activities to Management.
  • Assists with the implementation of ongoing quality improvement programs.
  • Performs all general office duties and special projects as required.
  • Other duties and special projects as assigned.

Requirements

  • High school graduate, College degree preferred.
  • 1 - 5 years of experience as an Administrative Assistant. Administrative Property Management experience a plus.
  • Advanced computer skills using MS Office applications (Word & Excel a must).
  • Strong communication and exceptional customer service skills (oral & written) to promote positive client/ tenant relations.
  • Ability to work and prioritize tasks in a fast-paced environment.
  • Ability to exercise prudent judgment in the absence of supervisory personnel.
  • Must be self-motivated and able shift from independent to a teamwork environment.
  • Ability to organize and prioritize tasks to ensure accuracy and timely completion.
  • Demonstrated proficient knowledge of and experience with accounting principles & practices.
  • Property management software experience a plus.

Lillibridge offers a competitive compensation and benefits package to the successful candidate.

Lillibridge is an Equal Opportunity Employer.

Lillibridge does not accept unsolicited resumes from staffing agencies, search firms or any third parties.

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