Administrative Assistant Job at J. Loew Property Management in Malvern

JOB DESCRIPTION

Administrative Assistant to the Property Management Department

Overall Departmental Duties:

• Receive incoming calls from tenants, field personnel and fellow Property Management personnel.
• Schedule and confirm meetings.
• In absence of Property Manager, coordinate tasks for tenant emergencies with on-site maintenance personnel.
• Prepare and file service agreements and contracts.
• Establish and maintain a database on all contractors and vendors for the Company.
• Ensure current contracts and service agreements timely prepared, sent to vendor for signature and returned counter signed with appropriate insurance.
• Maintain a database of service agreements and associated expiration dates.  
• Maintain a database for tenant and vendor insurance.
• Maintain Property Management files as necessary.
• Assist the department in completing various correspondences, administrative forms and reports. This includes tenant letters, property inspection reports etc.
• Coordinate prospective tenant visits for leasing agents and facility maintenance personnel.
• Research tenant lease files, leases, past correspondences etc. as requested by Property Managers.
• Maintain a file for all Certificates of Occupancy for all tenants at all properties.
• Assist the accounting department and legal department as necessary.

Requirements:

• The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks and multi task as necessary.

·        Minimum 5 years administrative experience.

·        Thorough working knowledge and familiarity with the functions of a full service commercial real estate company.

·        Proficiency in Microsoft Office including but not limited to Outlook, Word, Excel, One Drive and Sharepoint and Yardi.

·        Extremely detail oriented and self-motivated to assist the department and assist other departments as necessary.

·        Team player with willingness to learn and promote the growth of the company.