Administrative Assistant

Job Description/Responsibilities:

• Work closely with Regional Property Managers on day-to-day operations.
• Provide excellent customer service, with thorough follow up when required.
• The Administrative Assistant should be able to perform the following functions:
• Sales: collect sales data, enter in JDE system, create monthly report of Missing Sales
• Invoices for all Regions: assist with upload and invoice coding in Nexus
• Docusign: create contracts for execution
• Draft and send Lease defaults, Rent commencement letters, Rent increase letters, update Tenant Manuals and Newsletters
• Tenant and Vendor COIs: Obtain, track, monitor for compliance & upload Certificates of Insurance in JONES.
• Efficiently respond to phone calls from various stakeholders, including, but not limited to customers, tenants and EDENS personnel
• Navigate accounting software programs and print a variety of accounting reports (JD Edwards).
• Initiate and track work orders, issuing instructions to vendors as required, follow up to ensure work has been completed correctly
• Update contact lists
• Assist and support Regional Property Managers in coordinating services, including, but not limited to, lot sweeping, pressure washing, janitorial services, security, landscaping, roofing snow removal and lighting.
• Serve as point of contact for service calls to vendors
• Make travel arrangements and complete expense reports for managers
• Help make collection calls and emails as needed
• Assist with preparation of incident reports to Insurance Manager
• Process Tenant Move Out Requests
• Update Angus software with Building, Tenant and Vendor contacts and information
• Prepare bill-back invoices to tenants.
• Open and close utility accounts
• Assist with special projects and other administrative duties as assigned

Skills and Abilities:

• Proficiency in Microsoft Office, specifically Word, Excel and Outlook to meet reporting, correspondence and budgeting needs. JD Edwards, Angus, Nexus experience preferred.
• Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partners
• Demonstrated ability to work and think independently.
• Ability to remain calm during crisis
• Effectively communicate upward, downward and laterally
• Convey willingness to help and display positive attitude at all times
• Strong organizational skills
• Ability to prioritize workload
• Committed to producing quality work
• Demonstrate strong support of corporate goals
• Stay up-to-date with changing procedures and software to help support RPM's

Education & Experience Qualifications

• Minimum High School Diploma
• Minimum 2 years of administrative experience required; specific real estate or customer service experience strongly preferred.
• Proficient computer skills and ability to learn new software
• Prior experience with the following software programs is a plus: JD Edwards, ANGUS, NEXUS and Concur
• Experience in reading and obtaining basic information within leases

The Company reasonably and in good faith expects to pay between $50,000 and $60,000 for this position.