Job vacancy : Property Management Administrative Assistant (San ...

Equity Office is an owner and operator of primarily Class A office buildings in multiple markets across the country. The company is an affiliate of the Blackstone Group, a premier global private equity firm. Equity Office is headquartered in Chicago, IL, and has approximately 800 employees nationwide.

JOB SUMMARY: Provide administrative support to the General Manager and Property Teams in order to ensure efficient operational organization. Responsible for maintaining the day-to-day relationships with customer contacts.

ESSENTIAL JOB FUNCTIONS:

ADMINISTRATIVE
? Answer and direct all incoming phone calls. Provide assistance when possible and route calls to appropriate employees.
? Greet visitors and clients.
? Sort, organize and distribute all incoming mail.
? Prepare and send all outgoing mail and packages including certified, overnight and special deliveries.
? Type general correspondence and memos.
? Update and file all documents for Vendors and Customers.
? Create and maintain various filing systems in an accurate and organized manner. Review, purge and forward files to appropriate storage location in accordance with company record retention policy.
? Maintain and update employee, clients and customer contact databases.
? Create/update mail merge data base and prepare correspondence for large mailings.
? Organize, compile and prepare reports for distribution.
? Order and maintain adequate supply of departmental office supplies.
? Organizes all conference room reservations.
? Organize department lunches, meetings, events and business travel.
? Complete required training courses.
? Support other special requests or projects as requested.

OPERATIONS AND CUSTOMER SERVICE SUPPORT
? Assist with customer service requests and escalate issues to the appropriate property management staff.
? Follow-up with customers to ensure service requests are completed to their satisfaction.
? Coordinate customer meetings, trainings and events.
? Assist with coordination of customer move ins and outs.
? Interact with customers to foster ongoing relationships.
? Manage vendor certificates of insurance.
? Prepare purchase orders, contracts and addendums.
? Coordinate access for vendors.
? Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents.
? Update Building and Tenant Emergency Response Manuals.
? Monitor work orders in Angus and ensure all requests are responded to within 30 minutes. Assist teams with updates.

SKILLS, EDUCATION AND EXPERIENCE:
Approximately 1-3 years of previous administrative experience preferred. Real estate / property management experience. High school diploma required, some college preferred. Skills must include: proficiency with Microsoft Word and Excel, ability to organize and prioritize workload, exhibits strong written and verbal communication, and strong attention to detail and accuracy.

Equity Office offers competitive salaries and a robust benefits program which includes 401(k), comprehensive medical, dental and vision insurance plans, educational assistance, flexible work arrangements and more!

For immediate consideration, please apply online at www.equityoffice.com to job ID: 5497088.

Equity Office is committed to a diverse workforce. EOE M/F D/V

• Location: San Jose Airport area
• Principals only. Recruiters, please don?t contact this job poster.
• Please, no phone calls about this job!
• Please do not contact job poster about other services, products or commercial interests.

Source: http://www.jobcareerdb.com/2012/job-vacancy-property-management-administrative-assistant-san-jose-airport-area-2.html

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