Administrative Assistant

Brookline, MA

SUMMARY: Provides quality administrative support to the property management team maintains office supplies and ensures that office equipment is operational.

 

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Track tenant and vendor insurance certificates and emergency contact information.

  • Receive and track tenant work orders.

  • Works with management to develop and create business presentations, management reports, and office forms.

  • Coordinates and arranges business meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings. Arranges and coordinates luncheons, and travel arrangements.

  • Acts as liaison with vendors to maintain and troubleshoot problems related to office equipment.Maintains related supplies.

  • Acts as liaison with tenants, patients and other visitors to the management office.

  • Coordinates incoming and out going mail for office site and maintains appropriate backup for office files.

  • Composes and types routine correspondence and organizes and maintains office filing system; both paper and electronic files.

  • Screens telephone calls, arranges conference calls, answers questions and takes messages in a professional manner.

  • Greets scheduled visitors and conducts to appropriate area or person.

  • Prepares service contracts and late letters for tenants and handles tenant work orders through the Building Engines online platform.

  • Maintains property’s preventative maintenance system in Building Engines online platform and prepares monthly reports.

  • Processes invoices through Avid online bill pay service and monitors the accounts payable email.

 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE: Business experiences a plus.

 

COMMUNICATION SKILLS: Must have excellent interpersonal skills.

 

MANAGEMENT EXPERIENCE: Not required

 

COMPUTER & MATH SKILLS: Must be computer literate.  Knowledge of Microsoft Office required.  Basic math skills a must.

BUSINESS SKILLS: Must work well independently, multi-task efficiently, and have a team orientation.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Please submit your resume to HR@KeyPointPartners.com.

 

 

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