Administrative Assistant

• Serve as a primary point of contact for tenant inquiries, responding promptly or directing requests to the appropriate team for resolution
• Record incoming service issues, coordinate dispatch activity, and follow through on open items to support timely completion and tenant satisfaction
• Review general request documentation, confirm that vendor insurance records are complete and current, and maintain organized approval files by month
• Sort, stamp, and distribute incoming mail and fax communications, while also assisting with outgoing shipments, courier arrangements, and deliveries
• Manage conference room scheduling and help keep shared office spaces, storage areas, kitchen stations, and copy rooms orderly and ready for use
• Monitor inventory levels for office, kitchen, shipping, and printer supplies, placing routine orders to ensure materials remain available
• Maintain recurring administrative logs, including weekly pest control tracking and other operational records as required
• Prepare weekly accounts payable batches, enter related data, distribute payments, and keep financial support files accurate and up to date
• Review purchase order activity on a monthly basis and follow up on outstanding invoices to support timely processing
• Track tenant and vendor certificates of insurance, verify compliance requirements, and upload or maintain documentation in designated company platforms

• Experience providing administrative support in an office, property management, or customer-facing business environment
• Ability to handle multi-line phone systems and manage incoming calls professionally and efficiently
• Strong organizational skills with the ability to prioritize tasks and maintain accurate records
• Proficiency with basic office administration, including mail handling, scheduling, filing, and supply coordination
• Comfortable working with invoices, purchase orders, and routine accounts payable support tasks
• Strong written and verbal communication skills with a service-oriented approach to tenant and vendor interactions
• Ability to manage conference room bookings, coordinate deliveries, and support daily office operations with minimal supervision
• Familiarity with tracking compliance documents such as certificates of insurance is preferred

Familiarity with tracking compliance documents such as certificates of insurance

• medical
• vision
• dental
• life and disability insurance
• 401(k) plan