Administrative Assistant
Location
Phoenix, Arizona, United States
Work type
Onsite
Employment
Full Time
Experience
2-3 years
Compensation
Compensation not disclosed
Posted
6h ago
Summary and responsibilities
Role overview
Summary
The Administrative Assistant will support Property Manager(s) with daily operations, including handling maintenance calls, tracking tenant sales and insurance, preparing correspondence, and maintaining files. This role requires strong organizational and computer skills, with a focus on teamwork and attention to detail, and is intended as a training ground for promotion to Assistant Property Manager.
Summary/Objective:
The job description for the Administrative Assistant is to assist their assigned Property Manager(s) with selected facets of the operation of their properties as well as their day-to-day work schedule.
It is intended that the Administrative Assistant works closely with the Property Manager (and Assistant Property Manager) to help form a team to properly operate the shopping center or office building. Utilizing a team approach, the Property Manager may assign tasks to an Administrative Assistant, which may not directly fall into a category outlined above. The Property Manager’s and Vice President’s discretion will be used to determine if the tasks are reasonable in scope. It is intended that the Administrative Assistant position shall be a training ground for promotion to the Assistant Property Manager position if possible.
Essential Duties and Responsibilities:
Handling incoming maintenance calls and following up on maintenance calls to contractors and tenants
Collect, input and track tenant gross sales reports.
Collect, input and track certificates of insurance for all tenants and vendors.
Preparing, copying, distributing and filing all correspondence (e.g., letters, tenant memoranda, mail merges, etc.)
Setting up and maintaining all tenant and operational files
Maintaining current tenant directory
Preparing tenant welcome packages
Recording, preparing, and distributing minutes at departmental staff meetings
Preparing and distributing narrative summaries and various reports for managers
Maintaining and updating current answering service lists and project information lists
Maintaining the key box in order
Keeping management agreement books
Making travel arrangements
Making arrangements for seminar attendance, including check requisition
Assisting Manager and Assistant Manager with the preparation and collection of common area maintenance reconciliations
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
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
Updated 6h ago
Candidate fit
Skills and qualifications
Additional skills
Experience
2-3 years
How this role is positioned
Role classification
Job domains
Industries
Employment
Full Time
Contract duration
Permanent
Hiring type
Direct
Global hiring
Location specific
Offer details
Compensation and benefits
Compensation
Compensation not disclosed
Location, schedule, and role shape
Work setup
Work conditions
Bandwidth profile
Context on the employer
Company snapshot
Company
Vestar
Team size
Growing team
Location
Phoenix, Arizona, United States
Vestar is a nationally recognized leader in the acquisition, management, leasing and development of retail real estate with a significant market share in the Western US. Vestar has over 30 million square feet currently under operation and management and has been acknowledged by both institutional and private-client investors as an industry leader. Since its inception in 1989, Vestar has become synonymous with integrity and responsibility. As one of the leading privately held real estate companies in the western United States, Vestar acquires, develops and manages retail and entertainment destinations of varying size and scale that serve as destinations and community focal points.
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Administrative Assistant
Phoenix, Arizona, United States • Full Time