Administrative Assistant

Job Description Job Title: Administrative Assistant Date: August 2017 CIRE Equity is an entrepreneurial company focused on the creation and preservation of wealth through targeted investments in commercial real estate in the Western United States. We are passionate about real estate, dedicated to hard work and strive for excellence in everything that we do. We aim to create an environment that encourages our employees to work hard, think creatively and excel. We value performance based on results and quality of work instead of the number of hours put in behind a desk or tenure. We are seeking like-minded individuals who share our attention to detail and passion for excellence to join our growing team. POSITION Administrative Assistant LOCATION CIRE Equity Phoenix, AZ (location Peoria) FULL-TIME/PART-TIME Full-Time DESCRIPTION We are seeking an Administrative Assistant to support our Property Management team. This individual will communicate directly with the Property Management department and be relied upon for general support. Specifically, the Administrative Assistant is expected to engage in all aspects of administrative duties including drafting documents/memos, organizing files, scanning, greeting clients via phone and in person, collecting documents, and miscellaneous tasks as assigned. An ideal candidate will be detail-oriented achieving results through a strong work ethic with focus on quality performance, timely execution, and the ability to take initiative in a fast-paced, ever changing environment. RESPONSIBILITIES: Provide direct administrative support to the Property Management team including, but not limited to: Office Organization * Sort, organize, and distribute incoming mail * Prepare and send all outgoing mail and packages * Maintain electronic files in an organized manner and create a hard copy filing system encompassing current and new property files * Assist in planning meetings and office events * Keep office calendar Correspondence * Compose and distribute general correspondence * Update and file all documents for tenants, clients, and vendors * Answer and direct all incoming phone calls * Greet visitors and clients, ascertain needs, and direct to proper personnel Accounting * Coding/reviewing invoices before approval * Ensure invoice receipt and payment after work-order or service contract completion * Providing tenants and vendors with account details as needed Marketing * Assist in maintenance of website(s) * Assist in the creation of marketing materials * Assist in planning and execution of marketing events and projects * Distribution and organization of marketing materials Facilities Maintenance * Maintain inspection records * Key and lockbox management * Maintain work order list * Write, submit, and maintain files on incident reports * Annual personal property inventory Vendor & Tenant Relations * Ensure accurate tenant and vendor contact information in Podio * Assist with obtaining vendor bids * Obtain completed W-9 forms from all vendors * Ensure a current Certificate of Insurance is on file for all vendors and tenants * Maintain contact and emergency lists by property for all vendors and tenants * Coordinate access for vendors to property * Follow up with vendors as directed by Property Management * Engage/cancel vendor service contracts as directed by Property Management * Assist with sales reports, collections, and data entry * Send out tenant On-Boarding packages * Draft License Agreements for temporary tenants Miscellaneous * Order office supplies for the Phoenix office within budget * Conduct research, assemble data and perform special projects as assigned * Aid in utility transfers and other similar services as necessary * Other miscellaneous duties as assigned by Property Management MANAGEMENT EXPECTATIONS: * Professional appearance and interaction with tenants * Timely response to all tenant matters * Ensure all systems are working properly and efficiently (filing structure, phones, internet, mail, etc.) * 100% follow through on all tasks at a high accuracy rate * Identify opportunities to improve office flow and maintain information * Positive attitude and flexibility to deal with a fast-paced environment * File incoming correspondence weekly * Respond to tenant inquiries within 24 hours COMPETENCIES: * Strong organizational skills * Strong interpersonal and communication skills * Detail oriented and able to maintain a high quality of work under pressure * Self-motivated * Inquisitive and problem solver * Ability to multi-task and prioritize workload * Ability to write clear, professional reports and correspondence * Advanced proficiency in MS Office Suite and Adobe * Accountable and strong ability to manage up * Ability to interpret legal and confidential documents such as leases * MRI and Nexus experience is a plus VITAL FACTORS: * Operate within assigned office supply budget * Ensure collection of Certificates of Insurance before move-in date * Create and maintain 100% accurate Emergency Contact List by tenant, and update as needed * Maintain 100% accurate Tenant Contact List for all tenants POSITION REQUIREMENTS * Must have 2-4+ years of experience in an administrative role (commercial, retail, property management experience a plus) * Must have a minimum of a high school diploma * Strong Microsoft Office Suite skills * Must have Valid AZ Driver s License * Must have fully operational vehicle for transportation to and from work * Clear background check required * May require occasional work on weekends during holidays and events * Occasional travel throughout Metro Phoenix using personal vehicle * Spanish speaking a plus