Administrative Assistant

• Process and track tenant rent payments, utilities, and other building service receivables
• Monitor aging reports and follow up on outstanding balances
• Coordinate with tenants and accounting to resolve discrepancies
• Maintain accurate records of all incoming payments
• Review, code, and process vendor invoices in a timely manner
• Ensure proper approvals are obtained in accordance with company policies
• Coordinate with vendors to resolve billing issues
• Maintain organized and accurate AP records
• On board vendors to receive AHC payments
• Maintain and track service contracts, including expirations and renewals
• Assist in preparing, reviewing, and routing contracts for execution
• Ensure vendor compliance with insurance and documentation requirements
• Maintain vendor files and support contract audits as needed
• Support the property management team with general administrative tasks
• Maintain tenant and vendor files, both digital and physical
• Assist with reporting, data entry, and document management
• Coordinate with building staff and service providers as needed
• Manage Conference Room reservation book
• Create purchase order requests for facilities related expenses and projects
• Verify, approve, and file COIs for vendors
• Update LOB, Vendor and Staff Contact lists
• Maintain office systems, phones, filing, supply orders, and general office organization
• Assist with LOB Requests
• Help coordinate in-house and outside vendor services related to the facilities operations
• Compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables
• Uploads documents, including invoices, certificates of insurance, to SharePoint
• Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management

• High School Diploma or equivalent from an accredited institution
• Two or more years in an administrative support role in a professional office environment
• Advanced knowledge of Microsoft Office, strong Excel experience
• Work indoors approximately 95% of the time and outdoors 5% of the time
• Work overtime as business needs deem appropriate
• Excellent customer service skills
• Strong attention to detail and follow-through skills in a fast-paced environment

• bachelor's degree
• Coupa experience
• Budgetary and invoice coding experience

Great benefits