Administrative Assistant

Job Description/Responsibilities:

• Work closely with Regional Property Managers on day-to-day operations.


• Provide excellent customer service, with thorough follow up when required.


• The Administrative Assistant should be able to perform the following functions: 

1. Sales: collect sales data, enter in JDE system, create monthly report of Missing Sales


2. Invoices for all Regions: assist with upload and invoice coding in Nexus


3. Docusign: create contracts for execution


4. Draft and send Lease defaults, Rent commencement letters, Rent increase letters, update Tenant Manuals and Newsletters


5. Tenant and Vendor COIs: Obtain, track, monitor for compliance & upload Certificates of Insurance in JONES.

• Efficiently respond to phone calls from various stakeholders, including, but not limited to customers, tenants and EDENS personnel


• Navigate accounting software programs and print a variety of accounting reports (JD Edwards).


• Initiate and track work orders, issuing instructions to vendors as required, follow up to ensure work has been completed correctly


• Update contact lists


• Assist and support Regional Property Managers in coordinating services, including, but not limited to, lot sweeping, pressure washing, janitorial services, security, landscaping, roofing snow removal and lighting.


• Serve as point of contact for service calls to vendors


• Make travel arrangements and complete expense reports for managers


• Help make collection calls and emails as needed


• Assist with preparation of incident reports to Insurance Manager


• Process Tenant Move Out Requests


• Update Angus software with Building, Tenant and Vendor contacts and information


• Prepare bill-back invoices to tenants.


• Open and close utility accounts


• Assist with special projects and other administrative duties as assigned

Skills and Abilities:

• Proficiency in Microsoft Office, specifically Word, Excel and Outlook to meet reporting, correspondence and budgeting needs. JD Edwards, Angus, Nexus experience preferred.


• Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partners


• Demonstrated ability to work and think independently.


• Ability to remain calm during crisis


• Effectively communicate upward, downward and laterally


• Convey willingness to help and display positive attitude at all times


• Strong organizational skills


• Ability to prioritize workload


• Committed to producing quality work


• Demonstrate strong support of corporate goals


• Stay up-to-date with changing procedures and software to help support RPM’s

Education & Experience Qualifications

• Minimum High School Diploma


• Minimum 2 years of administrative experience required; specific real estate or customer service experience strongly preferred.


• Proficient computer skills and ability to learn new software


• Prior experience with the following software programs is a plus: JD Edwards, ANGUS, NEXUS and Concur


• Experience in reading and obtaining basic information within leases