Administrative Assistant

Description

The Administrative Assistant will provide day to day administrative support the Property Management team, in supporting the goals and objectives of the Property Management Division in a positive, and professional client focused manner.

Responsibilities

• Provide administrative and clerical support which includes typing correspondence, spreadsheets, lists, scheduling appointments and meetings and contract
• With direction, assist in preparation of RFP’s, collect and maintain RFP’s and help to prepare a summary of bids received and contracts awarded
• Assist Property Manager and customers and/or tenants with general requests for information
• Receive and respond to tenant work orders and requests in a timely manner with a client focus
• Utilize computerized work order management system to enter building work order requests
• Work with Property manager on data collection, input, editing, roll-outs, etc.
• Obtain purchase orders for all outside contract work through Crain WorkDay
• Code all invoices for Property Manager approval and enter into Crain WorkDay and Yardi Breeze
• Schedule, coordinate and bill for use of conference room.
• Receive executed leases, enter into Yardi Breeze, prepare abstracts when requested and maintain physical and electronic filing system
• Maintain approved vendor listing
• Maintain and track vendor and tenant Certificates of Insurance
• Order and maintain office and janitorial supply inventory through chosen vendor
• Maintain building information for emergency manuals; update tenant and employee listings with emergency numbers
• Enter Energy Star data for applicable properties
• Maintain security access system; issue security/access cards and parking passes per tenant authorizations
• Assist with rent and CAM collections; follow up on rent delinquency as requested
• Produce and distribute quarterly Building Newsletter
• Compose and distribute tenant memo’s, building announcements, etc.
• Update building lobby TV’s through Pinnacle
• Assist with departmental mailings such as monthly tenant statements/invoices
• Assist in planning events for Property Manager/buildings such as blood drives, book fairs, holiday parties, etc. as requested
• Schedule emergency updates through One Call NowProvide miscellaneous support to Property Manager as requested

Basic Qualifications

• High school diploma or equivalent
• Keen attention to detail
• Proven record of providing excellent internal and external customer service
• Effective oral and written communication skills
• Basic knowledge of real estate business and terms
• Experience using various computer software applications related to general business practices

Preferences

• Previous experience in using Microsoft Office products
• Previous experience using purchasing software

This position is exempt under the Fair Labor Standards Act and is eligible for overtime pay.

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About Crain Communications: 

Crain Communications is a leading business news and information company with a portfolio of 24 media brands that provide indispensable coverage and data for professionals globally and across sectors, including advertising, automotive, finance, healthcare, staffing, and workforce solutions. Many of Crain’s brands are the most influential media properties in the industries and communities they serve, including Ad Age, Automotive News, Pensions & Investments, Modern Healthcare, Staffing Industry Analysts, as well as Crain’s regional business brands. For more than a century, our dedication to deep sector expertise and journalistic integrity has enabled us to provide trusted insights across all our platforms, empowering today’s business leaders to make industry-shaping decisions. To learn more about Crain Communications, visit crain.com.

 Environmental Demands 

Where you work matters. The job posting will provide specific information on where and when your amazing work would be performed. Employee work location is determined by the needs of the specific team and may include on-site, hybrid or remote. 

• An “in-office” role would require the employee to come into the office most days with occasional flexibility to work remotely if tasks can be performed elsewhere and if the manager approves.  
• A “remote” role would allow an employee to work from a home office that is in one of the states Crain does business in. We can only employ a remote / "work from home" employee if they reside in one of these states: AZ, CA, CO, FL, GA, IL, MD, MA, MI, MN, NV, NY, NC, OH, OR, TN, TX, VA, WA, WI, and Washington, DC.
• A “hybrid” role would be a mix of in-office and remote work. There may be a specified schedule for coming into the office or it could be at the discretion of the employee with the manager’s approval. 

Many positions will also include work done in “the field.” Depending on the role, this may include conducting in-person interviews, attending work-related events, meeting with sources or clients. Specifics will be noted in the job posting.   Employees may be exposed to adverse environmental conditions, specifically during field work. Other typical job functions are performed under conditions such as those found in general office work.  

Travel to cover news stories/events, meetings with clients, and to our geographically separated offices may be required.  It is the nature of many positions to experience non-standard working hours and be on-call when needed for responding to email, meeting with clients, attending work-related events, story development or breaking news. Most employees perform work Monday through Friday, although early-morning, evening or weekend shifts may be required.    

Physical Demands 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of many Crain jobs. 

Physical activities will include frequent in-person or virtual interactions.  For most positions, it is essential to be able to remain at a desk/computer workstation for prolonged periods, perform computer-related tasks, and create/maintain documents within filing systems.  Must have close visual acuity to perform an activity, such as preparing and analyzing reports and information, transcribing, viewing a computer terminal, or extensive reading.  The typical physical requirements are light work—exerting up to 25lbs of force occasionally and/or up to 10lbs of force frequently and may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.  Some positions will have additional physical requirements, including exerting up to 50lbs of force to move and/or carry equipment, supplies, files, or other materials as the role requires.  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions and meet the environmental and physical demands of the role. 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)