Provide administrative support and coordinate daily processes/programs.
Schedules and organizes activities such as meetings, travel, conferences and department activities for all members of the department.
Receives incoming mail and route to appropriate person. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
Answers phones. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Processes accounts payable and receivable.
The above listing represents the general duties considered essential functions of the job and is not to be considered a detailed description of all the work requirements that may be inherent in the position.
Associates degree (A.A.), Bachelor of Science degree (B.S.) or Bachelor of Arts degree (B.A.) or equivalent combination of education and administrative.
Minimum two (2) years administrative experience.
Experience in a commercial real estate/tenant relations environment, a plus.
Typing – 50 wpm, minimum.
Solid knowledge of office practices, procedures, and equipment.
Ability to process work orders and purchase orders.
Ability to multi-task, establish priorities and be highly organized in a fast-paced environment.
Strong interpersonal skills; ability to build relationships; able to work collaboratively and work in a team environment; solid conflict resolution skills.
Good verbal and written communication skills.
Strong computer skills with Microsoft Office Suite (Word and Excel).
Knowledge of MRI, a plus.
Ability to handle sensitive and confidential information.
Ability to work with minimal supervision, make procedural decisions, judgments involving sensitive and confidential issues.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit for long periods of time and use hands to handle office equipment, paper reports, etc. The employee is frequently required to stand; walk; use hands to finger, handle, or feel documents and office equipment. May occasionally be required to lift up to 10 pounds a distance of 30 feet as needed. Must be able to move freely throughout the location, including moving up and down stairs. Must be able to sit for up to 50% of the work day.
The job tasks are performed in an office environment with moderate environmental conditions present, such as temperature, noise levels, etc.
2 year(s): Minimum two (2) years administrative experience