Administrative Assistant

Robert Half
Published
September 4, 2020
Location
Fremont, CA
Category
Job Type

Description

Ref ID: 00110-0011546019

Classification: Administrative Assistant

Compensation: $22.80 to $26.40 hourly

OfficeTeam is actively looking for an outgoing Administrative Assistant to join an exciting and fast-paced team in Fremont, California! The ideal Administrative Assistant will have experience in juggling many roles, including scheduling, office management, receptionist, and a go-to for the company.

Responsibilities:
- Answer phones and greet visitors to the office
- Open, date stamp and sort mail daily
- Scan invoices to O drive as directed by Assistant Property Manager
- Type, copy, distribute and file all correspondence (letters, tenant memoranda, mail merges, etc.) for the Assistant Property Manager and General Manager as requested
- Prepare lease files, vendor files and other files as required
- Assist with uploading of lease documents to Sharepoint
- Maintain current tenant insurance certificates on file and keep recorded in spreadsheet
- Maintain up-to-date Vendor Contact List and Tenant Contact List. Print out updated copies for security each month
- Collect and track missing tenant gross sales on a monthly basis as directed by the Assistant Property Manager
- Order office supplies and equipment supplies
- Contact vendors for maintenance on office equipment as necessary
- Maintain tenant memo binder
- Assist with yearly CAM Reconciliations by completing copying, mailings and filing
- Maintain Tenant Contact Emergency Information Book and ensure requests for updated information are sent to tenants every quarter
- Send out lighting report letters to tenants with outages
- File merchant notifications, send out letters if necessary
- Assist with marketing events and promotions as needed
- Assist with providing updated information to the Marketing Director regarding new store openings for the website and directories
- Send out Interoffice envelopes via UPS 2-3 times a week
- Print out security reports and file in the security binder
- Enter utility bill amounts in the utility tracking spreadsheets
- Assist in other capacities if requested by the Assistant Property Manager and General Manager

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