What are the responsibilities and job description for the Administrative Assistant position at The Inland Real Estate Group of Companies?
Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Risk team. This role is responsible for confidential and time sensitive material. The administrative assistant maintains and tracks insurance certificates for the Inland Risk team.
This role reports to the Director of Risk Management.
CORE RESPONSIBILITIES:
Demonstrates highest standards of personal and professional integrity, adheres to company’s policies and procedures, and complies with applicable laws, government rules and regulations.
Handle insurance certificate requests and act as liaison with broker, other Inland entities, mortgagees/servicers, tenants, etc. in connection with gathering data needed to satisfy requests for certificates.
Review contract(s) and insurance requirements as necessary. If needed seek assistance from other members of IRIM team to determine requirements.
Request 3rd party insurance renewal certificates in a timely manner and track all certificates of insurance in the department database.
Maintain the department database with any changes in mortgage clauses, pay-off, renewals and miscellaneous notes.
Track company vehicle insurance renewals, add/cancel coverage, add drivers, and inform brokers of renewals.
Request certificate holder lists from broker at least 2 months prior to renewal. When received check for accuracy.
Provide renewal certificates to lenders/services as requested. Consult broker regarding requests if necessary.
Maintain policy spreadsheet on frequent basis.
Maintain supervisor’s calendar if required.
Other duties as assigned.
QUALIFICATIONS:
Education:
This position requires an Associate Degree in Business Administration or equivalent professional knowledge and/or work experience.
Experience:
3 years administrative experience, preferably in insurance.
Certifications/Licenses:
No certifications/licenses are required for this position.
Skills:
Excellent communication skills and the ability to communicate with various departments and external customers.
The ability to manage and execute multiple tasks and responsibilities.
Have a strong sense of urgency and problem solving.
Demonstrate ability to shift gears on projects comfortably and effectively.
Demonstrate advanced proofing and editing skills.
Extremely organized and detail oriented with emphasis on accuracy.
High-level of discretion in dealing with confidential materials.
Maintain a professional and positive attitude.
Proficient in Microsoft applications including Outlook, Word, Excel and Power Point.
