Administrative Assistant

The Administrative Assistant is responsible for the office interaction at the on-site managed properties between tenants, vendors and Unire Group staff.

This position requires a professional and positive attitude, the ability to handle multiple tasks or calls at the same time, consistent follow-through and good organizational and tracking skills. The Administrative Assistant must have the ability to work with diverse personalities to achieve positive results.

The Administrative Assistant must be proficient in MS Word and MS Excel and have knowledge of MS Access.

RESPONSIBILITIES & FUNCTIONS:

• Answer incoming calls
• Distribute and file incoming written communication (faxes, mail and packages)
• Prepare and file outgoing communication (mailing, copying and delivery),
• Prepare vendor invoices for property management approval
• Respond to service requests – property staff
• coordinate dayporter / engineer response to tenant or building requests
• Respond to service requests – vendors
• Ensure vendor insurance compliance, before sending vendor to property
• Prepare service request (PO) in Access and issue to vendors (email, fax)
• Follow-up with vendor to ensure completion of service requests (PO)
• Follow-up with tenant to ensure satisfaction with work
• Maintain property files, in accordance with corporate standards
• file document appropriately
• scan documents on appropriate drive
• Monitor property keys / access cards
• Monitor and obtain Tenant insurance, in accordance with the Lease
• Track vendor service
• Prepared service contracts, as requested by Property Manager
• Obtain W-9 or other new vendor forms as
• Track contracts from preparation through full execution
• Monitor expirations and notify Property Manager 45 days in advance of expiration
• Monitor and order office supplies through corporate office
• Monitor and track equipment repair requirements through corporate office
• Type correspondence for Property Manager, as requested
• Assist with special projects, as requested

Education/Experience

• Highschool diploma or equivalent required; associate or bachelor's degree preferred.
• Proven experience in an administration/office support or similar role. Ideally 2+ years.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to learn and adapt to internal software.

Communication and Interpersonal Skills

• Excellent written and verbal communication skills.
• Ability to communicate effectively and professionally via phone.
• High level of customer service and flexibility to communicate with staff, tenants, and vendors.

Other

• This will be a fully onsite position Monday to Friday from 8am – 5pm.