Administrative Assistant
Salary undisclosed
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We are partnering with a reputable and professional Commercial Property Management firm in Santa Ana to find an Administrative Assistant for a direct hire position. The ideal candidate will possess exceptional attention to detail, polished communication skills, and the ability to work independently with a proactive approach. In this role, you’ll report directly to the Director of Risk Management and provide support to the entire team as needed, contributing wherever you can make a difference.
The Administrative Assistant will be responsible for but not limited to:
- Maintaining Tenant Files and Tenant Contact Information: (1) Preparing new files – digital and paper files, (2) Scanning documents, (3) Filing tenant correspondence, (4) Updating rosters for each project as needed or directed.
- Collecting, reviewing, tracking, scanning and filing tenant insurance certificates and endorsements. This includes lease review, written correspondence with tenants, insurance brokers, upper management and setting up monthly meetings with Director for status review.
- Updating List of Additional Insured Entities for Tenant and Vendor Insurance.
- Tracking, collecting, inputting data into an Excel template, and maintaining Tenant Gross Sales reports for each project.
- Tracking and preparing percentage rent calculations, preparing percentage rent billing letter and billing adjustment.
- Collecting, reviewing, tracking, scanning and filing Vendor Insurance Certificates, Service Agreements and Vendor information.
- Distributing department mail daily.
- Preparing postal stamps, preparing and mailing all correspondence for the department.
- Code stamping all invoices for coding and distributing to appropriate PM staff.
- Stamping and coding all utility invoices for approval.
- Assisting in Budget and Cam Rec process. Entering new budget estimates into Accounting system, preparing budget books for staff.
- Preparing, mailing and tracking special event license agreements for execution.
- Preparing, mailing and tracking Vendor Service Agreements for execution.
- Preparing correspondence, documents, memos, emails and faxes as directed.
- Updating Exclusive/Restriction Listing in the common computer drive.
- Creating, filing and maintaining insurance claims files and legal files.
- Boxing & documenting files to be sent to archives, maintaining and retrieving Property Management archive files in the company’s general archives.
- Oversee the Notice of Non-Responsibility form: preparation, notarization and overnight for recording and track confirmation receipts/posting at property.
- Order credit reports as requested.
- Processing mass mailings for the Property Management Department.
- Providing back up support answering phones as needed.
- Opening the office door for guests as needed.
- Assisting others with special projects as needed.
Qualifications for the Administrative Assistant:
- Strong Microsoft Word, Excel, and Outlook skills.
- Professional written and verbal communication skills.
- Experience answering phones.
- Meticulous attention to detail.
- Proven ability to manage documents (both paper and digital files).
- Strong data entry experience.
- Independent & can take initiative, while also being collaborative & a team player.
- Experience in property management, commercial real estate and/insurance would be beneficial.
- Experience in Yardi is a plus.
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