What are the responsibilities and job description for the Administrative Assistant position at JBM Recruitment?
JBM Recruitment has been hired to identify an Asset Management Coordinator for our real estate investment client. Our client's office is in Saddle Brook, NJ and they offer a hybrid working environment.
POSITION SUMMARY
Responsible for providing intermediate administrative support to the SVP, Regional Manager and Property Management team in the Region.
RESPONSIBILITIES
- Performs and creates efficient processes for administrative duties to include copying, binding, filing, scanning, etc.
- Responds to phone, email, fax, and other inquiries; takes messages, greets, and directs others to appropriate person(s) for assistance.
- Coordinates calendars and necessary travel accommodations (i.e. flights, hotel, car rentals, etc.)
- Executes routine documents and communications.
- Maintains files, invoices, and data in Yardi system and performs data entry.
- Produces departmental reports, submittals, presentations, etc.
- Schedules appointments and meetings; may be asked to attend meetings.
- May conduct basic market research and gather information for projects, reports, and presentations.
- Provides assistance at off-site events as required.
- Process and submit expense reports for the SVP, Asset Manager and other Asset Management team members as needed.
- Provide assistance with office management duties.
- Handles all FedEx related shipments for SVP, Asset Management.
- Assesses department needs and offers suggestions to solve basic problems.
- Participate and attend Company and Department specific events; Ability to travel as needed.
- Acts in accordance with the values of the company and complies with all company processes and procedures.
- Maintains tenant contact information and property data in CUB.
- Creates service agreements/ contracts for vendor/ contractor signatures.
- Organizes property files and processes utility, property operations and commission invoices in Yardi. Resolve billing discrepancies.
- Assists in obtaining tenant and vendor insurance certificates and processes new vendors. Transfers utility accounts for newly acquired/vacant properties. Prepares monthly tenant back charges.
- Ability to provide administrative support to other regions, as needed.
REQUIREMENTS
- Bachelor’s degree preferred.
- Minimum of 3 years of previous experience.
- Excellent written and oral communication skills.
- Perform accurate and thorough data entry tasks, ensuring data integrity and precision.
- Demonstrate a commitment to excellence, and sound judgment.
- Excellent organizational skills.
- Adaptable to work assignments and work flow.
- Strong working knowledge of Microsoft Office products with emphasis on Outlook, Excel, PowerPoint and Word.
- Working knowledge of Yardi strongly preferred.
- Ability to collaborate and work as part of a team; readily assists others.
- Flexible with respect to work schedule.
- Ability to remain composed under pressure, comfortable working in a fast paced environment.