Administrative Assistant

PURPOSE OF POSITION: The Administrative Assistant (AA) assists the Property Manager, Senior Property Manager and Vice President of MMC with clerical support and day to day administrative and financial functions for the property management department while enhancing positive tenant relations.

SPECIFIC RESPONSIBILITIES: Specific responsibilities include but are not limited to:

• Receives and initiates phone interaction with tenants, vendors and in-house personnel concerning property issues
• Research property/tenant issues thoroughly, report issues to Property Manager
• Prepare and process invoices (tenant direct expense)
• Updates and tracks tenant (out of state) and vendor insurance certificates
• Prepare purchase orders
• Maintain tracking programs and reports on JDE and on Excel (HVAC contracts, security and fire alarms, etc.)
• Assist Assistant Property Manager with A/R, Tenant move-in and move-out activities, repair follow-up and file maintenance
• Type correspondence, photocopy, transmit items via facsimile and/or email, prepare envelopes, overnights packages, etc.
• Complete special projects as needed
• Scan, name and e-file
• Assemble and maintain uniform files for tenants and vendors
• Receive and process mail
• Proficient in Excel,
• Programs used JDE, MS Office
• Help with main phone lines when needed