Administrative Assistant

Robert Half • Pleasant Hill, CA • 2h ago

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.

Competencies:

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

If you are interested in this Administrative Assistant position, please submit your resume today!

Requirements

Qualifications:

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

TalentMatch®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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