Commercial Administrative Assistant

About Us: At Grubb Properties, we are a dynamic and thriving commercial real estate firm seeking a skilled Administrative Assistant to join our Commercial team. This is a full-time position based in Reston, VA, with occasional travel to properties in Fairfax and Alexandria.

Position Overview: As the Administrative Assistant, you will play a pivotal role in supporting our Commercial Management team. Your responsibilities will include handling administrative tasks, managing multiple priorities, and ensuring efficient office operations. This is an excellent opportunity for an individual with strong organizational and communication skills to contribute to a diverse and fast-paced environment.

Key Responsibilities:

• Coordinate Operations: Prepare and distribute work orders, ensuring seamless communication with tenants, engineers, and vendors.
• Document Mastery: Edit and create professional documents using Microsoft Office for effective communication.
• Organization Guru: Maintain an efficient filing system for Tenant, Vendor, Invoices, Checks, Budgets, and more.
• Administrative Wizard: Handle copy projects, distribute incoming faxes, send outgoing faxes, and manage various administrative tasks.
• Financial Maestro: Print and send monthly statements to tenants, process Tenant Improvement proposals, and create and log invoices into the accounting software program.
• Front Desk Pro: Answer phones (multi-line), warmly greet tenants, contractors, vendors, and guests.
• Profile Management: Maintain current records of Tenant and Vendor requirements/profile.
• Space Coordinator: Manage reservations for conference rooms, issue key requests, and maintain a current key log.
• Event Extraordinaire: Assist in planning and preparation of special events as needed.
• Flexibility Champion: Tackle other duties and responsibilities as assigned to keep things running smoothly.
• Team Player: Assist the Assistant Property Manager and Property Manager as needed.
• Supply Steward: Maintain an adequate inventory of office supplies, ensuring purchases stay within budget.

Qualifications:

• Education and Experience: High school diploma is a must; an Associate's degree is a bonus. While experience is a plus, we value a can-do attitude and eagerness to learn.
• Communication Maven: Strong written and verbal communication skills – your ability to express ideas clearly and concisely is crucial.
• Tech Savvy: Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, and Adobe) – show us your digital prowess!
• Phone Virtuoso: Excellent phone skills – your friendly voice is our first impression.
• Adaptability Expert: Ability to respond quickly to changing priorities in a fast-paced environment – agility is the key.
• Positive Energizer: A positive attitude and enthusiasm toward assignments – we believe in fostering a motivated and enjoyable workplace.

Physical Demands/Environmental Factors:

• Explorer Spirit: Ability to travel occasionally to properties in Fairfax, VA, and City of Alexandria, VA (mainly based in Reston, VA, with sporadic visits to our Alexandria office).
• Desk Dynamo: Works in an office setting – your domain for productivity and collaboration.
• Inspect and Connect: Ability to walk and inspect properties – ensuring everything is in top shape.
• Coordination Maestro: Moves about to coordinate work – we love someone who can bring people and tasks together seamlessly.

At Grubb Properties, we prioritize inclusivity and adaptability. While the critical features outlined here provide a foundation, duties may change for reasonable accommodation or other reasons. This job description is not exhaustive, and supervisors may assign non-essential tasks, evaluating your performance based on outlined responsibilities. Management reserves the right to revise this job description, and employment can be terminated by either party at any time, with or without notice.
We are proud to be an equal opportunity employer, fostering a workplace where diversity is celebrated. Join us in a dynamic environment where your unique skills contribute to a thriving team.
If you're excited about these qualifications and physical demands, and you're ready to bring your unique skills to our team, we can't wait to hear from you! Apply now and let's create something great together.
 
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MANAGEMENT HAS THE RIGHT TO REVISE THIS JOB DESCRIPTION AT ANY TIME. THE JOB DESCRIPTION IS NOT A CONTRACT FOR EMPLOYMENT, AND EITHER YOU OR THE EMPLOYER MAY TERMINATE EMPLOYMENT AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT NOTICE

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