Robert Half
Robert Half is hiring: Administrative Assistant in Pleasant Hill
Robert Half, Pleasant Hill, CA, US
Description Robert Half client is actively seeking a motivated and detail-oriented individual for the position of Administrative Assistant. This well-qualified individual will function under limited/moderate supervision to provide general administrative support for assigned staff in a commercial real estate field office. Administrative Assistant Essential Duties:
- Assist Property Management with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.
- Maintains tenant, vendor, and property files, including insurance certificates, lease abstracts, etc. in accordance with prescribed standards.
- Prepare property notices, tenant responses, and other similar correspondences.
- Process and code invoices for payment daily. Address remittance questions, concerns, and past due payments.
- Track rent collections and initiate rent collections correspondence and phone contact with tenant.
- Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
- Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
- Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.
- Provide Support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
- Process correspondence for tenants, contractors and other third parties for property management staff.
- Collect and track tenant gross sales. Follow up with tenants that struggle with reporting sales.
- Maintain and update insurance certificate files for all contractors performing work at the properties.
- Assist with the scheduling of contractor work and coordinate with tenants.
- Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies and checking mail daily.
- Maintain and update as necessary all tenant contact information, after hour access.
- Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact email address listing.
- Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, and contracts.
- Assist Property Manager with tenant and vendor relations, as required.
- Performs other duties as assigned.
- Must have excellent time management skills
- Have the ability to prioritize
- Self-Motivated
- Must be detailed-oriented
- Ability to follow directions
- Excel in a team environment
- Knowledge of office and accounting procedures
- Exceptional computer skills - MS Office Suite
- 2-3 years administrative experience in a commercial office environment
- Excellent Customer Service skills
- Strong ability to work independently; ability to research and problem solve
- Demonstrated knowledge of phone and email procedures and etiquette
- Ability to prioritize and meet deadlines
- Strong attention to detail