Position Overview:

The Administrative Assistant will provide first-class on-site property management services and assist the Property Manager with day-to-day responsibilities including accounts payable, work order scheduling & tracking, office administration, customer service and enhancing tenant relations.

Essential Duties & Responsibilities:

• Interact with tenants and other departments to determine and resolve any tenant needs.
• Prepare & Distribute Lease Administration Forms for Lease Commencements, Lease Expirations and Move-in/Move-out Forms.
• Coordinate services to the building and ensure quality of services which may include Janitorial, DayPorter, Security and/or Landscaping.
• Maintain Tenant and Vendor Files – both local hard copy files and digital filing on SharePoint and/or other networked folders.
• Answer telephone and screen calls for appropriate personnel; greet guests and notify personnel of incoming visitors; accept deliveries/packages; maintain conference room and order office supplies.
• Assist with special events coordination – broker events, tenant events, company events.
• Receive work order requests (by phone or in person) and enter into web-based work order system. Monitor work orders for completion.
• Maintain records for Purchase Orders, Service Contracts and Certificates of Insurance.
• Visit tenant contacts at their location for the purposes of customer service.
• Assist with Financial Reporting and Budgeting with the Property Manager & Accounting Department.
• Responsible for timely coding and processing of invoices utilizing Accounts Payable Workflow System.
• Assist with Aging Reports & Accounts Receivable collection efforts on a monthly basis.
• Prepare Statements and Ledgers for Tenants.
• Prepare Tenant Charge Documents.
• Order uniforms for engineers.
• Perform other duties as assigned.

Qualifications:

• One to two years of administrative and/or property management related experience.
• Minimum of high school diploma/GED Equivalent.
• Experience in a commercial real estate or hospitality related industry is also preferred.
• Must have a valid driver’s license with proof of insurance if driving is required for the position.
• Proficient in Microsoft Office (Outlook, Word and Excel). Experience with Yardi, Procure to Pay, SharePoint experience is preferred, but not a minimum requirement.
• Strong written and verbal communication skills

Alexandria, VA

Full-Time, Onsite

$50-60K