Administrative Assistant

Job Description

Job Description

The Administrative Assistant collects, compiles, and analyzes moderately complex data and information, prepares presentations, and composes straightforward written descriptions of results. Interaction is driven by foot, telephone and mail traffic. Foot traffic consists of the general public, merchants and tenants, maintenance and contractor personnel, security and police personnel and related persons to each of those categories, all day long. Under limited supervision, the person in this role provides general administrative support to a department or group of professionals. Overall, we seek qualities that display our company’s core values which are Humility, Attitude, Do the Right Thing, Together and Own it.

Responsibilities
• Performs high-level, administrative work, including frequent complex and confidential clerical work organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information
• Participates in administrative functions such as budgeting or developing spreadsheet tracking reports
• Assists in implementing property activities, internal and external
• Contacts are with executives, managers, other employees and customers mainly to assist with information exchange, problems and requests
• Studies management methods to improve workflow, simplify reporting procedures, and implement cost reductions
• May provide administrative support to Accounting
• May perform administration/coordination for Specialty Leasing and/or Marketing
• Assists in daily business of managers, which includes general office work, answering phones, greeting guests and word processing, sorting and distributing mail
• Researches, prepares and edits reports and presentations
• Reads incoming mail and independently handles or attaches appropriate file/information for recipients
• May direct services, such as maintenance, repair, purchasing and replenishing supplies, mail and files
• Schedules meetings/conference calls and appointments, makes travel arrangements, as needed
• Prepares, maintains and distributes activity and event lists
• May manage/update Insurance Certificates for any/all Tenants and/or vendors
• May operate as management office support person for localized computer software/hardware
• Other duties as assignedConfirm Appointments, Confirming Appointments, Coordinating Appointments, Follow-up Appointments, Daily Mail, Deliver Mail, Delivers Mail, Department Mail, Direct Mail, Distribute Incoming Mail, Forwards Incoming Mail, Inter-Office Mail, Mail Center, Mail Distribution, Mail Packages, Mailbox, Leasing Consultant, Direct Response Marketing, Email Marketing, Assist Guests, Direct Guests, Direct-To-Guest, Annual Budget, Budget Management, Activity Reports, Audit Reports, Complete Expense Reports, Custom Reports, Customized Reports, Department Reports, Detailed Reports, Distribute Reports, Schedule Changes, Schedule Appointments, Schedule Interviews, Schedule Meetings, Scheduled Appointments, Answer, Answering Inbound Calls, Answering Inquiries, Answering Multi-Line Phone System, Professionally Answer, Answering Multi-Line Phone System, Answering Inquiries, Answering Inbound Calls, Answer, Direct Phone Calls, Inbound Telephone Calls, Multi-line Phone Systems, Multiple Phone, Phone Coverage, Phone Etiquette, Phone Inquiries, Phone Messages, Phone Lines, Phone Presenc, Phone Switchboard, Phone System, Phone Voice, Pleasant Phone, Pleasant Phone Manner, Professional Phone Etiquette, Maintenance Requests