The Administrative Assistant greets the public on behalf of the Company and provides general support to office staff.

Responsibilities include:

• Opening and closing the Building Management Office. Must be consistently at work, on-time as scheduled.
• Greet visitors to office, including the general public, customers, tenants, delivery persons and contractors.
• Direct all visitors to the appropriate personnel and answer all inquiries.
• Direct all incoming calls and inquiries by answering, screening, and transferring telephone calls, taking messages. Answer overflow telephone calls for departments as necessary.
• Answer and dispatch two-way radio calls. Answer and forward all inquiries.
• Sort and distribute mail and other deliveries.
• Type and distribute memos.
• Maintain Vendor, Tenant and General electronic and hardcopy files.
• Maintain the office directory, Tenant Contact and Emergency Contact lists up to date.
• Coordinate and plan meetings, schedule conference room usage.
• Maintain appearance of kitchen by stocking refrigerator and coffee areas daily.  Ensure the reception area, conference room, file room and breakroom are clean and organized at all times.
• Office supply ordering and maintenance.
• Verify/track current and correct Certificates of Insurance for all vendors requiring property access.
• Assist in mailing monthly sundry invoices, generating purchase orders, etc.
• Enter / confirm Vendor ID / Billbox code on all Accounts Payable invoices and submit / scan into system for processing.
• Assist with work orders as well as maintaining accurate tenant information in the work order system.
• Dispatch Janitorial for clean-up calls.
• Work with Property Management Team, Engineering and Security regarding after-hours activity, loading dock access, freight elevator requests, etc.
• Assist / provide support to Property Management Team as required.
• Oversee maintenance and service providers for Mary Court Park
• Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
• Other duties as assigned.

• Effective communication skills with the ability to maintain successful business relationships and contacts. Must have good grammar, ability to write clearly and concisely, and able to communicate with professionalism.
• Proven record of providing excellent customer service.
• Strong organizational skills with ability to manage multiple projects simultaneously.
• Proficient using office equipment such as personal computer, photocopier, scanner, printer, and calculator.
• Proficient using software programs such as Microsoft Outlook, Word, and Excel
• Able to perform telephone operations such as call hold, call forwarding, teleconferencing and other functions.
• Regular attendance on site is an essential function of this position. Must be able to work consistently as scheduled during normal business hours. This position is not eligible for telecommuting.