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.
ESSENTIAL FUNCTIONS: 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 supportCreate and maintain filing systems, both electronic and physicalAssist with Accounts Payable and Accounts Receivable Provide support on Sales report collection and data entryProvide 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.
EDUCATION/EXPERIENCE REQUIREMENTS:Two year's general office experience required, working in an administrative support position in commercial real estate industry preferredHigh-school or equivalent, some college preferredMust be proficient in MS Word, Outlook and ExcelMust be able to utilize all general office equipment such as fax, copier, and phone system.
NON-ESSENTIAL FUNCTIONS:Provide administrative support to AGM/VPGM for special projects and assignments as needed.Back-up for other property team members, as necessarySpecial projects
COMMUNICATION SKILL REQUIREMENTS:Ability to research information in documents such as leases, contracts, operating and maintenance instructions and procedure manualsAbility to read and comprehend simple instructions, short correspondence and memosAbility to write simple yet professional correspondence and/or reportsAbility to respond to common inquiries or complaints from staff members, other department members and/or contacts in the business communityAbility to communicate and collaborate with other team members, management, etc.
MATHEMATICAL SKILL REQUIREMENTS:Ability to add, subtract, multiply and divideAbility to calculate figures and amounts such as discounts, interest, commissions, percentages
REASONING SKILL REQUIREMENTS:Ability to apply common sense understanding and follow instructionsAbility to solve practical problemsAbility to make independent decisions on a daily basis, addressing the best way to handle specific tasks
PERFORMANCE METRICS:Accuracy and timeliness of work productCompliance with company and departmental policies and proceduresMust possess excellent organizational skillsAbility 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