Administrative Assistant, Inverness, AL

Department: 200 - Property Management
Property: 810 - InvernessJob Summary:Provides administrative and clerical support to management office staff. This position includes handling incoming and outgoing telephone calls, managing calendars, appointments, events, document production, and projects with minimal supervision and a high level of attention to detail.Accounting and ReportingCoordinates preparation and distribution of monthly reports Responsible for input of data in operating and capital budgetsAdministrationPerforms clerical tasks for staff as needed Maintain tenant and administrative filing system and assures all documents are properly filed Coordinates with security to provide building access for contractorsInsuranceAssists in maintaining insurance files for coverages required by tenants and vendors Responsible for notification letters to tenants and vendors thirty days before expiration of insurance certificate Coordinates with the property manager to prepare required loss prevention reportsTenant RelationsDevelop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service Assists with tenant move-ins and move-outs Assists with new tenant receptions and orientations Assists in maintaining the tenant information manual and assures that information is current and correct Coordinates production of tenant signs, keys and directory information Coordinates tenant participation in the recycling program Maintains tenant contact listTenant Service RequestsAssist with service coordinator duties Receive all incoming service requests and dispatch to appropriate personnel via two way communication Greet visitors and assist them as appropriate Input new and completed service requests into Main Boss Work Order System. Follow up to assure customer satisfaction and timely response Assists in completing after-hours security/access and work request forms. Obtain management approval and distribute as appropriate Other duties as assigned
REQUIREMENTS
Required Knowledge, Skills and Abilities:
Must work well with others and interact positively with customers Must possess strong written and oral communication skills Must be detail-oriented and well organized Must have the ability to manage time and multiple projects efficiently and achieve the required results Education and Experience: Minimum of two years' administrative or office manager experience is required Proficient use of MicroSoft Office Suite (Excel, Word, PowerPoint, Outlook)is required High school diploma is required Commerical office real estate experience is preferred Language Skills: High proficiency in written and spoken English is required Reasoning Ability: Must be able to define problems, collect data, establish facts, and draw valid conclusions Physical Demands: Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions Individual is regularly required to stand, walk, use hands and fingers, handle objects, and feel, reach with hands and arms, talk, climb and balance Individual is occasionally required to sit, stoop, kneel, and crouch Individual may need to lift up to 20 pounds Specific vision abilities required by this job include color vision