TESTING JOB - RD - Do not use

This position provides administrative support for the Commercial Management Group, and serves as an administrative assistant to the Asset Managers and Real Estate Managers.  This position constantly strives for improvements in work processes and results to better meet internal and external customer expectations.

The Administrative Assistant, as with all Shea team members, is expected to conduct himself/herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy. 

Job Duties

• Answer phones/email requests from tenants and vendors for all properties.
• Coordinate all tenant requests with day porter staff and vendors. 
• Assist with keeping all contact lists for tenants and vendors updated with the most current information.
• Code all invoices and research any payment issues. Assistant Real Estate Manager will assist in difficult issues and help Administrative Assistant work with accounting to get issues resolved. Obtain W-9 forms for new vendors.  Keep copies of CAM billing invoices.
• Administer service contracts.
• Process all tenant “bill back” invoices with appropriate A/R forms.
• Maintain current and correct insurance certificates for vendors.
• Maintain complete and accurate tenant, vendor and property files and create/maintain any related tracking spreadsheets. 
• Process prospective tenant credit applications. 
• Coordinate leasing process including assisting with assembling documents, circulating for signatures, distributing to appropriate parties and filing.
• Keep all filing current and make needed changes for portfolio growth.
• Assist with annual budget process and presentation materials, including generating, tracking, assembling and organizing various reports both electronically and in hard copy format, and creating presentation binders for distribution. 
• Type and mail correspondence as directed. 
• Maintain updated mail merge lists and mailing labels.
• File daily answering service emergency report and notify appropriate Real Estate Manager of activity.
• Process and track expense reports.
• Open and process all incoming mail in a timely manner.
• Assist with updating all Tenant Handbooks and Emergency Manuals .
• Assist with tenant events and internal events.
• Assist with team member travel arrangements and event registrations.
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

 

Technical/Professional Knowledge

• Must be able to work successfully in a team environment, have a strong customer service focus and be comfortable working in a fast-paced environment where continuous improvement is expected. 
• Must be proficient and comfortable using various software systems and proactive about learning new programs and adopting new technology.
• Must have ability to balance multiple priorities and assignments, be extremely detail-oriented, conscientious, consistent and possess a dependable work ethic. 
• Exceptional organizational, verbal and written communication skills are required. Must possess a positive, proactive and helpful attitude when working with people, both internal to Shea Properties as well as with tenants, vendors, contractors, and any other individuals related to the management and operations of the properties.

Minimum Qualifications (Education and Experience) 

• High school diploma or equivalent
• 2 years college education or 3 years' experience in office operations, preferably property management
• Highly proficient in Microsoft Excel, Word, PowerPoint, Outlook, DocuSign and Adobe Acrobat.  

 

Work Environment

The Administrative Assistant works in a professional office environment and interfaces with external/internal customers, vendors, sub-contractors, tenants, and public agency staff on a regular basis. Work hours are usually scheduled from Monday through Friday from 8:00 a.m. – 5:00 p.m. However, the Administrative Assistant should be flexible with availability depending on the needs of the department and tenants. The Administrative Assistant will maintain professionalism at all times with management and team members, as well as successful communication and positive relationship building.

Physical Requirements

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to communicate verbally and in writing, stand, walk, and sit.  The noise level is usually quiet to moderate.

 

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V