Stoltz Management of Delaware is hiring for an Administrative Assistant to join the team! The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks.
Job Requirements
- Maintains office, including ordering all office supplies and snacks as well as business cards and office stationery on a regular basis.
- Answer and screen incoming telephone calls from tenants, vendors, and all other inquiries.
- Assist with incoming and outgoing mail distribution
- Specific projects for accounting department- Sending out tax returns yearly, getting out checks weekly and filing all invoices.
- Maintain, process, and scan all legal documents using Yardi and Meridian.
- Set up and keep record of all incoming and outgoing correspondence via FedEx, UPS, Priority, certified mailings.
- Ability to deal with issues and situations that may arise and maintain a professional demeanor.
- Manage and schedule meetings held in the conference room.
- Greet and assist visitors at front door.
- Archival of records and retrieval of records
- Handle and process all incoming certificates of insurance from tenants and vendors.
- Assist Due Diligence such as extracting documents, assisting with closings and mail outs such as SNDAs and Estoppels.
- Shop, organize, and set up for all investors meetings throughout the year.
- Manage and keep record of important accounting documents that go to Iron Mountain yearly.
- Assist property managers in a variety of tasks including scanning, mailing, organizing, and processing documents.
Yearly Job Requirements
- Send out quarterly newsletters for Capital Markets
- Make new file folders for accounting Invoices for the upcoming year.
- Swap out end of years invoices with new folders for coming year.
- Box up all invoices from two years ago and call Iron Mountain to come pick up.
- Place orders for Iron Mountain boxes for companies use.
- Order calendars for employees for coming year
Qualifications
- 2-5 years in an administrative role
- Experience supporting departments in a real estate firm
- An exemplary communicator. Detail and follow-up skills are a must
- Possess both analytic and problem-solving skills
- Extremely well organized and technologically savvy
- Strong computer and verbal communication skills required
- Associates Degree or better or equivalent experience
- Strong Microsoft Office skills (including PowerPoint, emphasis on Outlook and Excel)
- Familiarity with Concur is preferred
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