Administrative Assistant - Corporate Office

Administrative Assistant

Monday through Friday position

Reports To: Vice President

Summary: Provides comprehensive administrative and operational support to the corporate office team, including executive leadership, Portfolio Managers, and other corporate personnel. Responsibilities include coordinating front desk operations, assisting with daily office functions, and supporting administrative processes to ensure efficient and organized corporate operations.

Working environment/Physical condition: This position is primarily performed in a professional office environment and requires regular use of computers, office equipment, and communication systems. Duties may involve sitting, standing, walking, organizing supplies, transporting office materials, and completing off-site business errands.

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

1. Answer and direct all incoming phone calls to the appropriate team members in a courteous and timely manner.
2. Receive, sort, and distribute incoming mail, including scanning and routing items to the correct individuals or departments.
3. Coordinate and maintain schedules, ensuring availability and resolving scheduling conflicts.
4. Compile, organize, and execute office supply orders.
5. Monitor and maintain kitchen, breakroom, and office supplies to ensure all areas remain clean, organized, and well-stocked. Responsibilities include making routine shopping trips to local retailers, including Costco, URM, and grocery stores, to purchase and replenish necessary supplies.
6. Monitor, organize, and maintain employee uniform inventory, ensuring adequate stock levels and timely replenishment to meet staffing needs. Responsibilities include tracking uniform distribution, maintaining accurate inventory records, and ensuring appropriate billing to the properties receiving uniforms for newly hired employees.
7. Coordinate, plan, and schedule monthly manager meetings, including securing appropriate meeting locations, assisting with agenda preparation, arranging necessary accommodations, and communicating meeting details to attendees to ensure organized and productive meetings.
8. Create, update, and post monthly company calendars to ensure accurate communication of events and deadlines.
9. Provide administrative support to assigned Portfolio Asset Managers and their portfolios, including preparing correspondence, organizing documents, and assisting with day-to-day/ monthly operational tasks.
10. Compile, prepare, and distribute operational and financial reports, including weekly reports, and monthly financial statements.
11. Assist with annual and periodic budget processes, including document preparation and distribution.
12. Reconcile corporate credit card transactions for designated corporate team members, including the President and Vice President. Responsibilities include reviewing expenditures, maintaining accurate supporting documentation, and ensuring all transactions are properly recorded, categorized, and reconciled in a timely manner.
13. Gather backup documentation and prepare replacement reserve draw requests.
14. Conduct year-end administrative tasks, including archiving records, building new annual files, and ensuring records are updated and maintained accurately.
15. Support the Corporate Team by completing special projects, research, and administrative tasks as assigned.
16. Participate in meetings and training sessions, taking notes, preparing materials, and completing follow-up tasks to support corporate and property operations.
17. Ensure all work is completed in compliance with company policies, established procedures, accuracy standards, and required deadlines.
18. Provide general administrative support as assigned, which may include assisting with company phone plan updates and equipment orders, maintaining job postings, supporting HR with onboarding and offboarding tasks, and updating corporate office equipment records.

Benefits

• Basic life
• Dental
• LTD
• Health
• STD
• Vision
• Voluntary Life
• FSA
• 401(k)