Administrative Assistant

TAD PGS, Inc. • Atlanta, GA • 1h ago

We have an outstanding career opportunity for anAdministrative Assistantto join a leading Company located in theAtlanta, GAsurrounding area.

The Administrative Assistant oversees the day-to-day operation, including data entry and administrative oversight for the Portfolio. This role requires competency and confidence in interactions will all levels of employees both internally and externally. This position is responsible for managing calendars, setting appointments, planning events, producing documents, and completing projects with minimal supervision along with a high level of attention to detail. Strong customer service skills , excellent typing skills and strong organizational skills are required. This role requires familiarity with office leases and the ability to extract necessary information.

Job Responsibilities:

Accounting and Reporting :

Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices)

Statement assemblies (create charges, compile or calculate above standard charges, make copies of rebills , late letters, match up statements with backup by building, and scan for emailing out to customers).

Prepare accruals for managed Service Provider accounts & reconcile customer bill back accounts at the end of each month.

Prepare reforecast

Budget manager in charge of entering numbers & making updates & preparing reports through the entire budget process.

Administrative Duties :

Responsible for all aspects of the day-to-day operation of the Property Management Office including phone coverage and workload distribution for other administrative personnel.

Assists other administrative staff in phone coverage for the management office and the maintenance/security department. Ensures phones are answered in a friendly, professional manner; taking messages or forwarding calls as necessary but answering requests directly whenever possible.

Assists with vendor service contract bids, contract preparation and administration as needed

Maintains equipment inventory tracking and reporting

Maintain property management calendar.

Maintain customer and administrative filing system and ensures all documents are properly and promptly filed.

Coordinates with security to provide building access for contractors and vendors.

Assists in preparation of all CuzWay supplements and ensures deadlines are met.

Assists managers in compiling annual budget information and reports for distribution to others.

Performs initial coding of all A/P invoices for on-line system and approval.

Assists in preparing all RFI's and RFP's.

Risk Management report preparation (slip and fall reports).

Offer IT assistance for building staff when there are software or equipment issues.

Ordering Kitchen, Office, and Engineering supplies as needed.

Creates all mail merge letters, escalation letters, elevator entrapment letters, etc.

Maintains Disaster Preparedness Manual .

Maintains all policies and procedures manuals for Ownership.

Assists with parking and leasing issues when customers have questions.

Schedules & coordinates customer evacuation warden training & evacuation drill.

Maintains training records for AED machines & associated training.

Assists in managing and scheduling all special events & filming projects in the building.

Update & maintain building website(s).

Insurance :

Oversees the maintenance of insurance files for coverage's required by customers, tenants and vendors.

Responsible for overseeing the preparation of notification letters to customers, tenants and vendors thirty days before expiration of the insurance certificate.

Coordinates with the property managers to prepare required loss prevention reports.

Tenant Relations :

Develop and maintains positive tenant relations by creating and sustaining goodwill and by providing consistently responsive quality service.

Schedules and coordinates all new tenant orientations.

Coordinates tenant participation in the recycling program.

Schedules all Tenant Events & Tenant giveaways.

Basic Hiring Criteria:

A high school diploma and a valid driver's license are required; a Bachelor's degree in Business Administration is preferred.

A minimum of 3 years of administrative/office manager experience is required.

Commercial Real Estate Experience required.

Proficient use of Microsoft Office computer application programs is required.

To perform this job successfully, the incumbent must work well with others and interact positively with customers.

The incumbent must possess excellent communication skills; must be detail-oriented and well-organized; and must have the ability to manage time and multiple projects efficiently and achieve the required results.

Must possess a professional demeanor and discreetly handle issues.

Must be able to work well in a team environment.

Military connected talent encouraged to apply.

VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please visithttp://www.tadpgs.com/candidate-privacy/orhttps://pdsdefense.com/candidate-privacy/

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

The California Fair Chance Act

Los Angeles City Fair Chance Ordinance

Los Angeles County Fair Chance Ordinance for Employers

San Francisco Fair Chance Ordinance

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