Available upon request
The Administrative Associate is responsible for working directly with the Property Manager in performing clerical and administrative assignments for the assigned properties/projects. It is the responsibility of the Administrative Associate not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results.
Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence. Schedule and coordinate meetings/special events as requested. Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc. Prepare and coordinate bid proposals, service contracts and approved invoices. Maintain lease and property files. Track and file HVAC contracts and insurance certificates. Maintain follow-up system for expiration. Promote and foster positive relationships with tenants and owners. Assist with monthly and quarterly management reports as well as annual budget preparation. Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required. Administrative Responsibilities Transcribe contracts, leases, proposals, addend, side letters, exhibits, correspondence, etc. Compose and type correspondence. Prepare financial spreadsheets. Transcribe dictation from a tape-playback machine. Hardcopy – set up and maintain tenant, prospect, vendor, correspondence, etc. files. Computer – set up and maintain tenant, prospect, vendor and general correspondence. Sort and distribute daily correspondence. Period mass mail-outs requiring addressing, sorting, labeling, and stamping utilizing interoffice, delivery services, and mail systems including bulk mail. Coordinate all necessary staffing for the hours needed. Schedule appointments. Make and confirm travel arrangements for leasing agent/property manager. Order and maintain adequate stock of office supplies. Report Preparation for: - Lease summaries - Commission requests - Analysis spreadsheets - Marketing reports - Leasing activity reports
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