Job Description
Job Description•General office organization.
•Assist with calendar management and scheduling on behalf of others.
•Assists with the coordination and scheduling of office/building maintenance activities.
•Coordinate conference room reservations and ensure cleanliness and readiness for users.
•Organize department lunches, meetings, events and business travel.
•Greet, host, provide support for guests, visitors and employees
•Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages.
•Prepare and distribute general correspondence and memos.
•Assist with creating and organizing procedural documents and manuals.
•Organize, compile and prepare reports for distribution.
•Create and/or maintain physical and virtual filing systems in an accurate and organized manner.
•Maintain and update employee, client, and customer contact databases.
•Monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.
•Respond and follow through on requests for information and communication with all levels of management with minimal supervision.
•Resolve problems associated with building services including: janitorial, mailroom, copier, parking, badging, and conference rooms.
•Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
•Assist team members with property budget preparation and recurring reporting, as requested.
•Assist engineers with recording and billing, as appropriate, monthly utility meter readings.
•Assist with bidding processes and contract creation, execution, and tracking.
•Assist with the creation and processing of purchase orders.
•Assist with the management of fire alarm impairments.
•Assist with the management of inventory system, including counting inventory of parts on hand and intake of new parts.
•Gather W-9’s from contractors and vendors, and aid in new vendor set-ups as needed.
•Assist in preparing and updating project reports to track budgets, contract values, invoices and schedules.
•When applicable, assist in preparing estimates and obtaining approval from tenants prior to initiating work on their behalf. Follow-up and communicate with stakeholders throughout the project. Assist with billing as needed.
•Maintain confidentiality as you support HR and account leadership in recruiting, onboarding, offboarding, and meeting with candidates and employees.
•Aid new employees with obtaining their badge, email account, computer, peripherals, VPN access, etc. Follow-up and troubleshoot issues with them as necessary.
•General and ad hoc administrative support of the property
•Any and all other duties and tasks assigned.
Administrative Assistant,Administrative Assistance,Answering Inbound Calls,Administrative Office,Data EntAdministrative Assistance, Answering Inbound Calls, Administrative Office, Data Entry, Receptionist Duties