Administrative Assistant Job at The Graham Companies in Miami Lakes

The Graham Companies is privately owned with 90 years of experience positively impacting the South Florida community. Best known for the creation and development of Miami Lakes, a 3,000-acre master-planned community, the family-owned and operated company maintains being the largest landowner in the Town of Miami Lakes through apartment, office, industrial, retail, and hospitality holdings. Keeping to our roots, The Graham Companies continues to be involved in the agriculture business with dairy, beef, and pecan orchard farming located in Moore Haven, Florida, and Southwest Georgia.

Graham Commercial, a division of The Graham Companies, manages 4.8 million square feet of office, retail, and industrial space in Miami Lakes, FL. The Commercial Leasing team oversees the leasing of this portfolio through direct leasing on behalf of the landlord in addition to overseeing 3rd party landlord representative brokers.

We are looking for a highly organized Administrative Assistant for the Commercial Office Property Manager, who will provide daily administrative support to the management team and on-site staff.

IN THIS ROLE, YOU WILL.....

• Provides administrative support to the Property Manager of Office Properties
• Communicates with the Property Manager on a daily basis
• Follow’s up with tenants on all requests in a timely manner via both verbal and written communication
• Responsible for Maintenance Work Orders
  1. Enters, sets priority levels and tracks work orders to completion including monthly lighting reports
  2. Follows up and contacts vendors directly on work orders involving AC, Elevator, Pest Control, Janitorial and other applicable vendors
  3. Performs daily and weekly reviews of outstanding work orders with maintenance and tenants
• Maintains inventory of office supplies.
• Maintains tenant contact lists up to date
• Collects and maintains valid insurance certificates, certificates of use and emergency contact forms
• Distributes welcome packages to tenants, tracks status of tenant move-in’s, coordinates move-out’s and collects relevant paperwork.
• Follows up with tenant on annual distribution of hurricane letter and emergency contact form
• Other duties may be assigned as needed.

EDUCATION AND EXPEREINCE:

• High school diploma
• Associate or bachelor’s degree preferred
• Minimum 3 years’ experience as an administrative assistant in a client service environment or closely related experience

QUALIFICATIONS:

• Ability to both working independently and with a team on everyday tasks and special projects.
• Ability to communicate clearly and professionally in writing and verbally interpersonal communication skills.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Excellent organizational and time management skills with the ability to multi-task.
• Ability to prioritize, organize and follow through.
• Work requires continual attention to detail in composing, typing and proofing emails, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must be a team player, energetic, self-starter, detailed oriented, and able to multi-task.
• Must possess the ability to conduct research.
• Bi-lingual (English/Spanish) a plus.
• Knowledge of computer applications (Outlook, Word, Excel, internet browsers) a must.
• Experience with Yardi systems a plus.

LOCATION:

• This role will be an office-based position in Miami Lakes, Florida
• Some work-from-home is acceptable but may be eliminated in the future.

BENEFITS:

• Medical, dental and vision insurance.
• Company paid life and disability coverage.
• 401k plan with 50% match on employee contributions up to 4%.
• Employer funded Pension plan.