Administrative Assistant Construction/Property Management

Job Description:Position Summary: Support function assisting Director and field personnel by providing support services such as telephone support; invoice coding, invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; and coordinating tenant request for services. Also maintain contract files. Assist Director with new tenant route/schedule and tenant relocation. Maintain all appropriate credentials. Ensure that the requirements of our government tenants are exceeded at all times. Primary Responsibilities:1. Maintain positive communication with tenants and customers. Evaluate, prioritize, respond to, and follow-up on their requests and problems to ensure satisfaction. Must be able to manage sensitive data and communications at all times. 2. Provide word processing, clerical and telephone support for Director and field personnel, including letters, memos, spreadsheets, purchase order requests for bids, and operating procedures as needed. Maintain files as necessary. 3. Monitor receipt of all invoices for projects and separate accordingly. Properly code invoices and submit to Director for approval. Coordinate processing of approved invoices with Accounts Payable. 4. Prepare service contract bid forms for submission to contractors. Prepare service contracts and monitor current contracts to insure that proper insurance and waiver of lien forms are intact. Maintain tickler file for service contract expirations. Maintain up-to-date approved service contract list. 5. Assist the Director by receiving tenant/customer calls and coordinating tenant/customer requests for services. Maintain up-to-date service log by project and service ticket system. Dispatch field personnel or service personnel as appropriate. Prepare tenant/customer invoices for services.



Job Experience:Required Skills, Knowledge and Abilities:1. Two or more years of office/secretarial experience.2. Possess and maintain appropriate credentials to service government tenants and properties. 3. Exceptional organizational skills. 4. Ability to type 55 WPM, accurately. 5. PC proficiency, specifically Word and Excel.Minimum Education Required: High SchoolYears of Experience Required: 3-5 YearsExpected Travel Time: None