What are the responsibilities and job description for the Administrative Assistant position at Keystone Property Group LP?
Job Description
Job Description
Description :
The Administrative Assistant is responsible for greeting visitors and providing exceptional customer service assistance to internal and external customers while maintaining an efficient office environment.
Essential Functions and Responsibilities
- Attends to visitors and deals with inquiries on the phone and face to face
- Handles daily phone coverage from 8 : 30a.m. – 5 : 30 p.m. Responsible for answering, screening, and forwarding calls. Provides information to callers, answers inquiries, and obtains information for customers, visitors, and other interested parties.
- Back up Executive Administrative Assistant providing support to Executive Team
- Manages telephone administration, which includes trouble shooting and resolving telephone issues, adding / deleting users, updating passwords, voicemail greetings and informing Company of changes regarding telephone numbers and system
- Assists team with various administrative duties, which may include creating documents, processing paperwork, travel arrangements, scheduling meetings, mail distribution for entire Company, mailings, filing, copying, scanning, ordering meals, etc.
- Plays an active role in organizing Company activities
- Ensures kitchen, conference rooms, and office are organized daily along with before and after meetings
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and ensuring copiers are fully stocked
- Maintains and orders office and coffee supplies
- Handles the distribution of accounting invoices, which includes scanning, filing in appropriate accountant’s electronic folder, moving electronic files to respective folders, and data entry
- Sets up vendors in MRI and creates vendor codes
- Distributes tenant communications from property managers through Constant Contact and creates YaRoom tenant accounts, the conference room booking platform
- Oversees Workspeed for employees and tenants
- Creates and processes service contracts, purchase orders and change orders for property managers
- Assists Human Resources with various tasks
- Performs other duties as assigned
Requirements :