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Tenant Services Administrative Associate

2 months ago

Baltimore, Maryland, United States Creative Financial Staffing Full time

Overview of the Company and Administrative Assistant Role:

  • Creative Financial Staffing is collaborating with a client in the property management sector seeking to recruit a skilled Administrative Assistant/Tenant Services Coordinator on a contract-to-hire basis to assist their Director of Engineering.
  • The organization is situated in a modern high-rise and prides itself on its diverse and supportive team environment.
  • Work Schedule: This position is fully in-office, Monday through Friday, from 7:30/8 AM to 4/4:30 PM, totaling 40 hours per week.
  • Free parking is available for all employees.
  • The role reports directly to the Director of Engineering.
  • Compensation: $45,000 - $50,000 based on experience.
Key Responsibilities of the Administrative Assistant:
  • Oversee and manage the work order system (WorkSpeed), process tenant inquiries, and track outstanding work orders and required materials.
  • Assist in scheduling HVAC service requests.
  • Manage purchase orders and allocate PO numbers for various initiatives.
  • Facilitate the procurement and distribution of tools and supplies for different projects.
  • Coordinate preventive maintenance schedules for the facilities.
  • Engage in quarterly inspections of the buildings.
  • Maintain the on-call rotation schedule for the engineering team.
  • Monitor Certificates of Insurance (COIs) for vendors; ensure compliance with service agreements and obtain necessary insurance documentation.
  • Provide primary administrative support to the engineering department and assist other office staff as needed, including covering for the front desk receptionist.

Ideal Candidate Profile for the Administrative Assistant Position:

  • Possesses excellent interpersonal skills, is approachable, and works well in a team.
  • Demonstrates strong multitasking capabilities.
  • Exhibits attention to detail and effective communication skills.
  • Is technologically proficient.
  • Displays strong customer service abilities.

Qualifications for the Administrative Assistant Role:

  • Minimum of 1 year of relevant experience required, with a preference for candidates with real estate or property management backgrounds.
  • Proficient in MS Office Suite; experience with Avid Xchange and/or WorkSpeed software is advantageous but not mandatory.
  • An Associate's degree in Business is a plus, though not required.