Job Description
Job Description
Job Summary
The Office Assistant is responsible for providing administrative support to others in the office to maintain an efficient office environment.
Essential Functions and Responsibilities
- Primary point of contact for daily tenant, vendor and visitor communications phone, email and in person interactions.
- Communicate with staff on radio / phone with urgent tenant request or building needs.
- Assist department heads with purchasing and packing slip confirmation.
- Collect organize certificates of insurance for all contractors working in the building. Coordinate those contractors’ activities with loading dock.
- Send out daily update to entire management staff of all tenant contractor activity.
- Prepare purchase orders and contract for various Keystone properties.
- Work with chief engineer to collect all monthly reports. Consolidate those reports to an excel file for review and comment by the property manager.
- Sorts, opens and date stamps incoming daily company mail as appropriate.
- Assists co-workers with various administrative duties (faxing, mailings, filing, copying, scanning, creating overnight air bill slips).
- Ensures kitchen, conference room, tenant amenity center, and office are organized, which includes organizing at end of meetings and inspecting rooms at the end of the day, ensuring equipment is turned off.
- Ensures office equipment is property maintained, serviced, and fully stocked.
- Monitors and maintain office and coffee supplies.
- Assists team with creating documents, processing paperwork, calendars.
- Scan’s accounting invoices and email to accounts receivable.
- Sets up vendor in MRI.
- Enters Tenant request and work orders into work speed.
- Provides support to Property Management Team.
- Performs other duties as assigned.
Qualifications
- High school diploma or equivalent.
- Previous office experience preferred.
- Good attitude with excellent customer service skills.
- Competent computer skills.
- Organized, attention to detail, flexibly, reliable and team oriented.
- Professional image and demeanor.
- Motivated and self-starter who can work with teams and individually.
- Adheres to the firm’s values and culture of commitment, collaboration, excellence, honesty, integrity, respect of others and trust.
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