Prestigious commercial real estate firm is seeking a Administrative Assistant to assist with the day-to-day operations of the Property Management Office of a Class A commercial office park in north Austin.
They are responsible for managing calendars, setting appointments, planning events, producing documents, and completing projects.
RESPONSIBILITIES : Administrative :
Administrative :
- Responsible for all aspects of the day-to-day operation of the Property Management office including phone coverage and workload distribution for other administrative personnel.
- Assists with vendor service contract bids, contract preparation and administration as needed.
- Maintains equipment inventory tracking and reporting.
- Maintain property management calendar.
- Maintain tenant and administrative filing system and ensures all documents are properly and promptly filed.
- Coordinates with security to provide building access for contractors.
- Assists managers in compiling annual budget information and notebooks for distribution to others.
- Performs initial coding of all A / P invoices for on-line system.
- Primary liaison with Corporate HR & AP payroll issues, timesheets, etc.
- Assists with parking and leasing issues when tenants have questions.
- Manage & schedule all Special Events & Filming projects in the building.
- Update & Maintain building website.
Tenant Relations :
- Develop and maintain positive tenant relations by providing consistently responsive quality service.
- Schedules and coordinates all new tenant orientations.
- Schedules all Tenant Events & Tenant giveaways.
Accounting and Reporting :
- Write up direct bill invoices for statements, including print invoices, match up work orders, prepare invoices.
- Statement assemblies, including make copies of rebills, late letters, match up statements, with backup by building, and scan to accounting for emailing out to tenants.
- Prepare accruals for managed service provider accounts and reconcile tenant bill back accounts at the end of each month.
- Budget manager in charge of entering numbers and making updates and preparing reports through entire budget process.
Requirements :
- 1-3 years of applicable experience
- Bachelor's degree is a plus
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