Administrative Assistant

Administrative Assistant

Location: Dayton, Ohio

Pay: $20.00 to $21.00 an hour

Contract Position: This is a contract position of 6 weeks on behalf of our client, LHH Recruitment Solutions.

Job Summary: The Administrative Assistant performs the administrative functions of the Property Management Team, ensuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

Essential Functions and Responsibilities:

• Provide full administrative support, including phone support, typing reports, filing, and distribution of correspondence.
• Schedule and coordinate meetings and special events, as requested.
• Assist in lease administration activities, including tenant contacts and insurance information; generate reports.
• Prepare and coordinate bid proposals, service contracts, and approved invoices. Assist in the bidding process and support Property Manager(s) in ensuring compliance with company policies and procedures.
• Prepare and code invoices for Property Manager’s approval.
• Ensure the office is stocked with office supplies and other required items to maintain the office.
• Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software.
• Track and file contracts and insurance certificates; maintain a follow-up system for expirations.
• Monitor and maintain the property maintenance work order system and prepare monthly reports for the Property Manager on the status of tenant work orders.
• Maintain the property purchase order system.
• Maintain lease and contract files, as well as other files located within the property management office.
• Promote and foster positive relationships with tenants and clients and track service calls as required.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval.

Key Competencies:

• Communication Proficiency (oral and written)
• Customer Focus (internal and external)
• Organization Skills
• Interpersonal Skills
• Initiative
• Multi-tasking

Important Education:

• High school diploma/GED equivalent; Bachelor’s Degree preferred.

Important Experience:

• Customer service experience preferred.
• Additional Eligibility Qualifications:
• Proficiency in Microsoft Office Suite.
• Ability to give and take direction and to interface with decision-makers in a professional manner and maintain confidential information.

Benefits:

• Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.