Executive Administrative Assistant
2 weeks ago
Job Overview
We are seeking a highly organized and proactive Administrative Assistant to support our dynamic teams in the Portfolio Management and Construction Departments. This role is crucial for maintaining efficient operations and assisting in the management of our commercial real estate portfolio and construction projects. Candidate must be capable of handling multiple responsibilities in a bustling commercial real estate environment.
Key Responsibilities:
Portfolio Management Support:
- with the preparation of lease agreements, tenant renewals, and other contract documentation.
- and update property management databases and tenant records.
- monthly reports on portfolio performance, including occupancy rates and financial metrics.
- meetings, handle correspondence with tenants and vendors, and manage schedules for department executives.
- Manage the Yardi work order system to ensure all tenant requests are being dispatched, resolved, closed, and billed back if applicable.
- Coordinates and monitor status of work assigned to Wick’s property maintenance team and outside vendors.
- Maintain Certificate of Insurance binders for tenants and vendors
Construction Department Support:
- in project administration tasks such as submitting building permits, scheduling inspections, and tracking construction progress.
- and maintain project documentation, including contracts, change orders, and construction schedules.
- communication between project managers, contractors, and external stakeholders.
- procurement of materials and track inventory of supplies.
General Administrative Duties:
- phone calls, manage emails, and ensure effective internal communication.
- general clerical duties including photocopying, mailing, filing and electronic filing.
- and schedule appointments and meetings.
- and edit correspondence, communications, presentations, and other documents.
Skills and Qualifications:
- 5+ years of experience as an administrative assistant or in a similar role, preferably within real estate or construction.
- organizational and planning skills with the ability to prioritize tasks efficiently.
- Experience with Yardi Facility Manager is a big plus.
- Expertise with Yardi Facility Manager would be a huge plus.
- communication and interpersonal skills.
- in MS Office (Word, Excel, Outlook) and experience with database management.
- to work independently and as part of a team in a fast-paced environment.
- with a knack for problem-solving.
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