Ascend
Ascend is hiring: Administrative Assistant in Franklin
Ascend, Franklin, TN, US
Job Description
Job Description
Our commercial real estate client is seeking an Administrative Assistant to join their team immediately in a temp capacity with the potential to convert to fulltime.
The Administrative Assistant will assist in directing and coordinating activities of on-site outpatient medical property management. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and client/owner relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts.
Position Responsibilities
Job responsibilities include but are not limited to:
- Answer management phones and assist with tenant needs
- Respond to inquiries by providing routine information and or taking and delivering messages
- Receive, distribute, and review all purchase orders, track purchase orders in Workspace, alert management of any problems or unresolved purchase orders, and run monthly reports
- Coordinate special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives etc
- Maintain inventory of office supplies and property staff directory
- Monitor outside vendors for compliance of contracts and certificates of insurance
- Assist with preparing and administering service agreements
- Establish and maintain record keeping and filing systems; classifies, sorts and files correspondence for tenant files and other documents
- Responsible for accounts payable, accounts receivable and reporting
- Organize and code invoices
- Assist Chief Engineer with update of electrical analysis worksheet as utility invoices are received
- Responsible for issuing Purchase Orders (POs), tracking, and assigning the POs to invoices as they are processed for payment
- Compiling and reviewing Tenant Billings and other miscellaneous charges
- Provide management team with aged delinquency reports and send delinquency letters
POSITION REQUIREMENTS
- Must have a minimum high school education. Associate’s or Bachelor’s degree preferred
- Minimum of 2 years previous office / administrative experience, commercial property management experience a plus
- Experience with MRI and Yardi software a plus
- Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases a plus
- Possess professional demeanor and excellent interpersonal and customer service skills
- Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
- Excellent communication skills, both verbal and written
- Ability to work independently.