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Administrative Assistant

Ascend Talent Solutions
locationEnglewood, CO 80151, USA
PublishedPublished: 6/14/2022
Full Time

Job Description

Our client, a fully integrated real estate investment trust (REIT) and an S&P 500 company that specializes in owning, operating, and developing high-quality real estate focused on healthcare discovery and delivery, is seeking a Real Estate Administrator for a 3 month temporary assignment onsite in Englewood.


POSITION RESPONSIBILITIES

The Real Estate Administrator is responsible to assist in directing and coordinating activities of on-site and offsite Life Science/Lab/office. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:

  • Answer management phones and assist with tenant needs
  • Respond to inquiries by providing routine information and/or taking and delivering messages
  • Prepare and distribute correspondence
  • Process incoming and outgoing mail
  • Assist with meeting, event and other scheduling and coordination
  • Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events
  • Assist with publication and distribution of tenant newsletter, maintenance of property website
  • Maintain inventory of office supplies and property staff directory
  • Maintain accurate and up to date tenant, team and vendor contact lists
  • Maintain compliant certificates of insurance for tenants and vendors
  • Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs
  • Coordinate tenant survey process, including annual action plan implementation
  • Assist team with vendor coordination as requested or assigned
  • Assist with preparing and administering service agreements
  • Establish and maintain good record keeping and filing systems for tenant, vendor and property files
  • Responsible for accounts payable, accounts receivable and reporting at the property level
  • Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding
  • Track invoices to ensure vendors are submitting timely
  • Prepare and distribute Tenant billings
  • Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested
  • Assist with budget preparation as requested


POSITION REQUIREMENTS

  • High school diploma required, associate or bachelor’s degree preferred
  • Experience with MRI and Yardi software / property management preferred but not required
  • Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases
  • Possess professional demeanor and excellent interpersonal and customer service skills
  • Have access to reliable transportation
  • Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
  • Excellent communication skills, both verbal and written
  • Ability to work independently
  • Able to prioritize tasks and projects and thrive in a fast-paced environment
  • On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week
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