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Ascend

Executive Assistant Job at Ascend in Irving

Ascend, Irving, IL, US

Job Description

Job Description
JOB DESCRIPTION – OFFICE ADMINISTRATOR – PART TIME – 25-30 hours/week
The Office Administrator is responsible for all day-to-day operations and administrative aspects necessary for the efficient operation and management of a 25K sq ft co-working space of 10+ tenants and counting within a commercial office building including tenant/vendor relations, reception, inventory management and generally keeping the coworking space running smoothly and the tenants’ needs met. This is a temp position 25-30 hours per week with the potential to convert to fulltime.
  1. General Office Management and support including answering phone calls, greeting and directing guests and tenants, handling tenant concerns, greeting guests, assisting the engineering team with questions, monitoring & ordering supplies as required, assisting with keeping the kitchen area clean, etc.
  2. Develop community initiatives designed to create connections between members (i.e., member introductions and networking events)
  1. Seek opportunities to engage members to discover and discuss their objectives and identify member services that could help members achieve their objectives
  1. Assists with other general administrative tasks as assigned including filing, distribution of mail, written correspondence especially to tenants, computer and data entry work, preparing spreadsheets and reports as requested, and logging and dispatching tenant service calls.
  • Assists property management with day-to-day operation of the coworking space in accordance with policies/procedures, management agreements, and client needs.
  1. Explain our policies and procedures to members, including but not limited to: membership agreement and billing procedures
  1. Tenant Event Coordination including but not limited to direct vendor coordination and/or coordination with off-site concierge.
  • Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, issuing and updating and maintaining other records and files pertinent to tenants and vendors.
  1. Prepares work orders and performs follow up with tenants, vendor, VOP team.
  2. Involved in processing, coordinating schedule and maintaining tenants/visitors/vendors security access to the building.
  3. Responsible for scheduling conference rooms / tenant lounges
Requirements
  1. Experience in hospitality or property management
  2. Customer service experience
  3. Must have strong verbal and written communication skills
  4. Exceptional organizational and multitasking skills
  5. Outgoing, friendly demeanor, you will sit at reception and be the face of the coworking space