Administrative Property Assistant
Beacon Hill Staffing Group

Job Info

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Our client, a property management company who oversees the management of commercial buildings in several cities, has an opening for a temporary to hire Administrative Property Assistant. The Administrative Associate will work directly with the Property Management staff in performing clerical and administrative assignments for the assigned properties/projects. They need an employee who is excited to learn and grow within a property management environment--someone who can communicate with a variety of tenants and who can stay organized and work with urgency! This position will compensate at $25-30/hr depending on experience and will be onsite in Boston, MA.

Essential job functions:

❑ Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.

❑ Schedule and coordinate meetings/special events as requested.

❑ Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.

❑ Prepare and coordinate bid proposals, service contracts and approved invoices.

❑ Maintain lease and property files.

❑ Track and file HVAC contracts and insurance certificates. Maintain follow-up system for expiration.

❑ Promote and foster positive relationships with tenants and owners.

❑ Assist with monthly and quarterly management reports as well as annual budget preparation.

❑ Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required.

Administrative responsibilities:

❑ Transcribe contracts, leases, proposals, addend, side letters, exhibits, correspondence, etc.

❑ Compose and type correspondence.

❑ Prepare financial spreadsheets, where applicable.

❑ Hardcopy - set up and maintain tenant, prospect, vendor, correspondence, etc. files.

❑ Computer - set up and maintain tenant, prospect, vendor and general correspondence.

❑ Sort and distribute daily correspondence.

❑ Period mass mail-outs requiring addressing, sorting, labeling, and stamping utilizing interoffice, delivery services, and mail systems including bulk mail.

❑ Coordinate all necessary staffing for the hours needed.

❑ Schedule appointments.

❑ Make and confirm travel arrangements for leasing agent/property manager.

❑ Order and maintain adequate stock of office supplies.

❑ Report Preparation for:

• Lease summaries
• Commission requests
• Analysis spreadsheets
• Marketing reports
• Leasing activity reports

REQUIREMENTS:

❑ Experience in any clerical or administrative duties (real estate experience is a plus)

❑ Understanding of Word, Excel & Outlook

❑ Ability to keep information strictly confidential

❑ Must be able to handle multiple projects, changing priorities and a continually heavy work load

❑ Exceptional oral and written communication skills

❑ Strong customer service orientation

Qualified candidates are encouraged to apply today for immediate consideration!

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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