Senior Executive Assistant

  1. The Senior Executive Assistant reports directly to the President and provides high level administrative support for the office with minimal or no supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Track and verify all pertinent insurance information (liability, workers comp, disability, etc.) requested from tenants, contractors and service/maintenance professionals.
  2. Ensure regulatory compliance and effective management of risk and liability for properties.
  3. Assist with the coordination of tenant services, communication and retention
  4. Code invoices for review, approval and payment
  5. Draft, prepare and distribute correspondence, reports, statements, contracts, leases, modifications and assignments
  6. Calendar, scheduling and meeting coordination/arrangements
  7. Maintain tenant, vendor and property files
  8. Prepare internal lease administration documents
  9. Prepare real estate commission billings and track payments
  10. Monitor all open environmental matters (review and pay bills for environmental engineers and attorneys, track progress, coordinate on-site work, issue updates, etc.)
  11. Prepare and submit documents required for tax certiorari filings – monitor progress, maintain files and issue updates
  12. Prepare and submit documents required for annual insurance renewal – monitor progress, maintain files and issue updates – prepare client bills for distribution
  13. Process and maintain pending insurance claim files
  14. Assist in the preparation and compilation of property reports
  15. Review prospective tenant applications and run credit reports
  16. Assist with tenant complaints and lease compliance issues
  17. Prepare legal billings and track payments
  18. Handle incoming phone requests related to managed properties, vendors or tenants
  19. Coordinate process by which tenants take possession/vacate premises (paperwork for new utility services, inspections, insurance requirements, etc.)
  20. Process work orders and track progress of completion and tenant satisfaction
  21. Assist with property inspections and the supervision of the maintenance staff, vendors and third-party contractors
  22. Research vendors and collect bids for various maintenance and renovation projects
  23. Coordinate and schedule all mandated equipment testing (fire sprinkler, fire alarm, elevator, backflow, fire extinguishers, etc.)
  24. Review, monitor and resolve issues related to equipment contracts, maintenance and/or testing
  25. Provide the controller with tenant billing adjustments (e.g., late fees, penalties, recoveries, special charges, etc.)
  26. Assist with leasing inquiries, update listing information, target prospective tenants and craft on-line marketing campaigns
  27. Prepare and distribute critical date reports and maintain tickler system for tracking important dates and tasks

EDUCATION/EXPERIENCE

  • Bachelor degree
  • At least 10+ years of experience with providing senior executive-level administrative support in a commercial real estate setting

CAPABILITIES AND QUALIFICATIONS

  • Ability to read, understand and interpret lease agreements, lease abstracts, insurance documents, service agreements and construction contracts
  • Ability to prepare well-written reports, business correspondence and procedure manuals
  • Ability to effectively present information and respond to questions from supervisors, colleagues and clients
  • Excellent written and verbal communication skills, a positive attitude, problem solving abilities, organizational and analytical skills and a strong focus on customer service
  • Demonstrated ability to work both independently and in a team environment
  • Ability to proofread for grammar and punctuation with a high level of accuracy
  • Ability to multi task and prioritize projects
  • Attention to detail and self-motivation
  • Demonstrated leadership and interpersonal skills
  • Proven financial and accounting acumen
  • Strong computer skills with a working knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Windows OS, (knowledge of Timberline or Yardi a plus)

BENEFITS

  • Employee healthcare package
  • 401k plan
  • Profit sharing plan
  • Annual performance bonuses
  • Paid holidays and vacation/time-off

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