What are the responsibilities and job description for the Administrative Assistant position at Prologis?
Administrative Assistant
East Rutherford, NJ
A day in the life
As the Administrative Assistant, you will support the Market Leader and members of the East Rutherford, New Jersey team. You'll be the hub of the team's business operations and the conductor who keeps them on track and on schedule. You'll anticipate the needs of your leaders and help them stay focused on their objectives by driving all administrative functions. In return, you will enjoy a fun, dynamic team culture in a global Prologis market!
Key Responsibilities Include:
- Answer and direct all incoming calls in a courteous manner, providing caller with general information, transcribing messages and when necessary, directing callers to appropriate staff or voicemail.
- Schedule and organize meetings, conference calls and appointments for assigned staff. Prepare items in relation to meetings and events, including but not limited to, documents/materials, meal orders, and attendance confirmations/questions/issues.
- Collect and prepare information used for presentations/meetings.
- Coordinate travel arrangements.
- Assist Property Management, including but not limited to, quarterly billing, A/R follow-up & collections and direct communication
- Coordinate department meetings and special events.
- Manage and reconcile expense reports.
- Code and process invoices.
- Manage internal and external communications.
- Be willing to take on new projects as requested.
- Assist Property Management, Development & Marketing Departments as needed.
- Plan and manage broker events.
- Serve as office manager with responsibilities that include but not limited to - coordinating supplies, coordinating office coverage, arranging IT support for office equipment, coordinating repairs in partnership with property managers.
Building blocks for success:
Required:
- Administrative Assistant with 5 years of relevant experience.
- Proficient in current systems - MS Office Suite, accounting/travel software, and Salesforce.
- Must be a team player that is proactive and takes initiative.
- Excellent multi-tasking skills with the ability to meet tight deadlines.
- Integrity and discretion in handling confidential information and professionalism in dealing with different levels of colleagues.
- Excellent communication skills, both written and verbal.
- Detail-oriented with strong planning, organizational and time-management skills.
- Ability to work well under pressure; can easily adapt to change.
Preferred:
- Experience in Commercial Real Estate.
- High school diploma or general education degree (GED); and related experience and/or training.
Hiring Salary Range of: $26.90- $37.00 per hour. Salary and whole compensation package (bonus target) to be determined by the candidate's location, education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.
Salary : $27 - $37
