Administrative Assistant - Bookkeeper

Primary Responsibilities:

• Responsible for Processing A/P (accounts payable), review and code invoices for payment.

• Responsible for A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed for Permanent and Specialty Leasing.

• Assist Management Team with the preparation of Forecast for both the Operations budget as well as the Specialty Leasing Budget.

• Track administrative spend to not exceed budget and look for cost reduction opportunities.

• Coordinate document management related to lease execution, distribution, and filing.

• Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed.

• Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.

• General office organization.

• Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages.

• Prepare and distribute general correspondence and memos.

• Organize, compile and prepare reports for distribution.

• Create and/or maintain physical and virtual filing systems in an accurate and organized manner.

• Maintain and update employee, client, and customer contact databases, including Property Emergency Notification System.

• Coordinate meetings for Management Team members.

• Receive building access requests and coordinate access for visitors and vendors.

• Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards.

• Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations.

• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.

• Participate in new tenant welcome and orientation program. Assist with move-in/move-out procedures.

• Track and coordinate access card activation/deactivation as needed.

• Assist property team in the development and implementation of property and employee manuals.

• Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure.

• As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel.

• Gather W-9’s from vendors and submit new vendor set-ups.

• Assist team members with property budget preparation and recurring reporting, as requested.

• Assist engineers with recording and billing, as appropriate, monthly utility meter readings.

• Assist with vendor contract creation, execution and tracking as requested.

• General and ad hoc administrative support of the property as needed.

• Any and all other duties and tasks assigned.

• Collection and data entry of Tenant Sales Reports.

Skills/Qualifications:

• High school diploma required, BA/BS preferred

• Minimum 1-5 years in commercial real estate, property team experience, or office management experience.

• Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology.

• Advanced oral and written communication skills.

•  Strong attention to detail and organizational skills.

•  Self-starter, able to manage multiple projects simultaneously and under pressure. Excellent time management skills.

• Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines.

• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.

• Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty.

•  Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week.

• Knowledge of Yardi accounting software a plus.

• Experienced user of Excel, Power Point, and other Microsoft Office systems mandatory.

Physical Work Requirements and Work Conditions:

•  In compliance with the Americans with Disabilities Act (ADA), the Property Associate’s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:

• Is regularly required to sit for long periods of time

• The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl

• Reading video display terminals, order forms and other written documents

• Lifting a minimum of thirty-five (35) pound

• Using and accessing stairwells during emergencies

• Using keyboards for typing and computer input

• Hearing, speaking and answering the office telephone system

• Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.