Administrative Assistant Job at Jamestown in Atlanta

Overview

The Engineering Administrative Assistant acts as a point of contact with tenants, vendors, and contractors. The primary purpose of this position is to support the Operations Manager in the administrative and management functions required for commercial real estate properties in accordance with company and industry best practices and is involved in all aspects of the day-to-day operations of the property. This role offers the opportunity to learn the ins and outs of property management.

Responsibilities

• Greets office visitors and assists them as appropriate.
• Develops and maintains positive tenant and vendor relations.
• Assists Operations Manager with administrative tasks, including maintaining inventories of supplies, forms and equipment and placing orders for same; and completing related functions.
• Ensure that engineering invoices are gathered and processed in a timely manner.
• Assist in coordinating engineering support for all property events.
• Assist in the bidding process of repairs and maintenance and capital projects for the property, including preparing bid documents, collecting bid documents, compiling summary and cover memos for approvals, drafting contracts, and collecting certificates of insurance.
• Assist with managing workflow for engineering staff.
• Formats and types letters, memos, forms, labels, agendas, notices, reports, requests for proposals, news releases, contracts or other correspondence and proofs correspondence and related documents of staff.
• Maintains database(s) and/or tracking logs related to department functions or activities; enters data or verifies information for accuracy; updates database(s) as needed; prints reports; files or submits documents/reports to appropriate department or director/manager.
• Responds to questions, requests, or problems or directs to appropriate person/department.
• Assist in meeting the day-to-day administrative demands of the property.
• Maintain contact lists including tenant, staff, emergency, contractor, and vendor lists.
• Support compliance with the Operations Calendar and JCMC Operations Guide.
• Review operating expense invoices; compare to service agreements, contracts, work orders and purchase orders for accuracy.
• Assist vendors and contractors in setting up registration in ERC and Nexus.
• Assist with monitoring work order submissions and tenant requests.
• Promote and encourage a hospitality mindset toward all tenants and patrons.
• Manage A/P of invoices while resolving vendor calls and issues regarding payment of invoices.

Qualifications

• Education and Experience: High school diploma or equivalent; and
• One to three years of progressively responsible related experience in a commercial property management setting; or
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities

• Knowledge of MS Office & Outlook; knowledge of basic property management tools and skills.
• Organizational and interpersonal skills.
• The ability to meet deadlines, prioritize work, and maintain composure under pressure and changing conditions.
• Self-motivation, leadership, teamwork and collaboration.
• Conflict management/resolution.
• Detail-oriented, logical, and methodical problem solving.
• Written and verbal communication skills.
• Responsibilities may require adjusted work schedule, overtime, and evening/weekend hours to meet deadlines.

Employment Type

• Full-time

Seniority Level

• Entry level