Administrative Assistant - Regional Operations

Administrative Assistant

Perform clerical and administrative functions, and Contracts Administration, to assist the Operations Department, including support to Regional Vice-President of Operations, Regional Managers, Regional Construction, Marketing and Training functions.

Responsibilities include (but are not limited to):

• Works independently and within a team on special nonrecurring and ongoing projects
• Handles special projects by planning and coordinating multiple presentations, disseminating information and coordinating direct mailings
• Assists in due diligence, acquisitions and dispositions tasks, as needed
• Schedules and organizes complex activities such as meetings, travel, conferences and regional activities
• Updates Operation forms as directed by the RVP
• Supports the department by coordinating the completion of typing, editing, proofing and filing as requested
• Manages proposals and/or report productions (i.e. new business, due diligence, shop reports, accounting issues)
• Establishes, develops, maintains and updates filing system and report binders – individually and departmentally
• Performs tasks such as copies, scanning, mail, etc.
• Handles expense reports, codes invoices, annual budget preparation
• Receives and responds to resident calls and routes appropriately; tracks follow up
• Receives and proofs all employee and PSA leases. Maintains spreadsheet for leases and returns if corrections are needed
• Supports RVP and Construction Manager with the creation, execution, and maintenance of contracts for Capital Projects
• Maintains a proficient record of contracts, draws, payables, and change orders for Capital Projects

Qualifications:

• University degree preferred
• 2-3 years professional administrative experience
• Detail oriented with excellent organizational, multi-tasking and time management skills
• Advanced knowledge of MS Office – Outlook, Word, Excel, Power Point
• Experience in YARDI software, a plus
• Excellent verbal and written skills
• Must have initiative and be flexible
• Ability to work occasional overtime