Administrative Assistant
On-site in Alexandria, VA near the King Street Metro at a beautiful class A commercial property
8-5 and the firm offers flex-time, M-F following all Covid protocols
Up to $45,000 with 100% paid health benefits, tuition aid and training
This premier growing regional commercial property management firm managing class A buildings seeks an Administrative Assistant to assist the Property Manager in maintaining all aspects of property operations, with a concentration on the accounts payable function of the property and providing advanced administrative and project coordination support to the Property Manager.
You will assist the Property Manager with the initiation and management of all core business processes, including tenant relations, maintenance, budgeting, accounts receivable, accounts payable, vendor relations, selection and recruitment, and team member development. You will monitor and coordinate the accounts payable processes to meet established goals for accuracy and timeliness; Identify and make recommendations to the Property Manager for opportunities to reduce operating expenses and/or generate additional income.
Participate in the preparation of the annual budget and accurately and thoroughly completes assigned deliverables under the direction of the Property Manager within established timeframes, demonstrating strong understanding of the analysis with consideration for the goals of the asset, as well as market conditions.
Actively participate in the accurate, complete and timely preparation of the monthly reports. This includes thoroughly researching issues in order to write clear and complete variance explanations. These explanations may include a description of efforts made to collect aged receivables, capital expenditure variances, project updates such as an annual financial reforecast, as well as other issues that may affect the overall financial or operational performance of the property.
Effectively coordinate assigned vendor relationships, including making regular contact to promptly identify and resolve issues, managing service levels to meet contract specifications, and participating in and documenting walk-throughs.
Under the direction of the Property Manager, effectively coordinates the contract bidding, vendor selection and contract negotiation process for assigned vendors by gathering and researching data, coordinating activities, participating in the bid qualification process and preparing and editing documents using established templates within the predetermined timelines.
Provide professional level phone coverage for Management Office and other offices as required.
Administers online work order system, including routing service requests to maintenance and following through to completion to ensure prompt and professional service. Maintain security card administration including records; Set up new vendors including obtaining W-9 and credit report; Prepare routine memoranda; Maintain PO system including renewing standing orders; Prepare routine correspondence; Organize and files all applicable reports and paperwork; Maintain an awareness of property performance goals and progress toward those goals; Follow through on tenant problems to satisfactory resolution and communicate problems to any necessary party to facilitate resolution: Regularly monitor tenant satisfaction in person and through follow-up phone calls and utilizing Customer Satisfaction Surveys.
Desired Qualifications:
An Associate’s degree (A.A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
2+years of office experience as a secretary, administrative assistant, receptionist or leasing assistant. RE or property management firm experience a plus.
Knowledge of: Accounting Software; Internet Software; Payroll Systems; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook).
The firm offers 100% paid health benefits, 3 weeks PTO, tuition aid, flex-time, training and growth