Administrative Assistant - Property Management

Property Management
Posted: 09/11/2021
Full Time
Montclair, CA
The Administrative Assistant is responsible for managing the front office, providing customer service to tenants and staff and providing administrative support to the on-site property management team; including AGM and VP/GM.

  • Front desk coverage: Answer phone, greet visitors, supply information regarding Montclair Plaza, screen and direct inquiries; take and distribute accurate messages; troubleshoot any issues relating to phone system.
  • Prepare and distribute communications such as memos, emails, invoices, reports, incoming/outgoing mail and other correspondence, as required
  • Schedule appointments, staff meetings and maintain calendars; including conference room scheduling, keeping room clean and providing assistance with drinks/meals as requested.
  • Maintain special requests and insurance compliance for all Montclair Place vendors and tenants, send out notices for renewals in advance of insurance expiration and ensure that insurance certificates are filed and maintain according to company policy.
  • Assist property management team with report preparation and support
  • Create and maintain filing systems, both electronic and physical
  • Assist with Accounts Payable and Accounts Receivable
  • Provide support on Sales report collection and data entry
  • Provide lease language search for team on special projects.
  • Assist with compilation and maintenance of organizational tools for office- wide distribution including contact lists, tenant database, emergency information, PO Log, Daily Deposits etc.
  • Secure office at the beginning and end of business day, maintain kitchen clean by loading/unloading dishwasher, bi-weekly cleaning of refrigerator; and supplied by restocking beverages and refilling coffee maker.
  • Manage and maintain general office supplies and equipment. Retain files for all equipment contracts. Inventory, order and stock general office supplies.
  • Two year's general office experience required, working in an administrative support position in commercial real estate industry preferred
  • High-school or equivalent, some college preferred
  • Must be proficient in MS Word, Outlook and Excel
  • Must be able to utilize all general office equipment such as fax, copier, and phone system.
  • Provide administrative support to AGM/VPGM for special projects and assignments as needed.
  • Back-up for other property team members, as necessary
  • Special projects
  • Ability to research information in documents such as leases, contracts, operating and maintenance instructions and procedure manuals
  • Ability to read and comprehend simple instructions, short correspondence and memos
  • Ability to write simple yet professional correspondence and/or reports
  • Ability to respond to common inquiries or complaints from staff members, other department members and/or contacts in the business community
  • Ability to communicate and collaborate with other team members, management, etc.
  • Ability to add, subtract, multiply and divide
  • Ability to calculate figures and amounts such as discounts, interest, commissions, percentages
  • Ability to apply common sense understanding and follow instructions
  • Ability to solve practical problems
  • Ability to make independent decisions on a daily basis, addressing the best way to handle specific tasks
  • Accuracy and timeliness of work product
  • Compliance with company and departmental policies and procedures
  • Must possess excellent organizational skills
  • Ability to provide a level of quality customer service and exemplify professionalism to supervisors, colleagues, guests and the generalpublic.
  • Maintain insurance compliance for all Montclair Plaza tenants at a minimum of 90%compliancy
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.