Administrative Assistant
3 weeks ago
Burnett Specialists Staffing | Recruiting is seeking a highly organized and detail-oriented Administrative Assistant to join our team in a prestigious commercial real estate firm. As an Administrative Assistant, you will be responsible for providing exceptional support to the Property Management Office, ensuring seamless day-to-day operations, and maintaining a high level of customer satisfaction.
Key Responsibilities:- Manage calendars, set appointments, and plan events to ensure efficient use of time and resources.
- Assist with vendor service contract bids, contract preparation, and administration as needed.
- Maintain equipment inventory tracking and reporting to ensure accurate records.
- Coordinate with security to provide building access for contractors and ensure a secure environment.
- Assist managers in compiling annual budget information and notebooks for distribution to others.
- Perform initial coding of all A/P invoices for on-line system to ensure timely payment.
- Primary liaison with Corporate HR & AP– payroll issues, timesheets, etc.
- Assist with parking and leasing issues when tenants have questions.
- Manage & schedule all Special Events & Filming projects in the building.
- Update & Maintain building website to ensure accurate information.
- Develop and maintain positive tenant relations by providing consistently responsive quality service.
- Schedule and coordinate all new tenant orientations to ensure a smooth transition.
- Schedule all Tenant Events & Tenant giveaways to foster a sense of community.
- Write up direct bill invoices for statements, including print invoices, match up work orders, prepare invoices.
- Statement assemblies, including make copies of rebills, late letters, match up statements, with backup by building, and scan to accounting for emailing out to tenants.
- Prepare accruals for managed service provider accounts and reconcile tenant bill back accounts at the end of each month.
- Budget manager in charge of entering numbers and making updates and preparing reports through entire budget process.
Requirements:
- 1-3 years of applicable experience
- Bachelor's degree is a plus
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