ADMINISTRATIVE ASSISTANT (Anchorage)

ADMINISTRATIVE ASSISTANT (Anchorage)

06 Mar 2024
Alaska, Anchorage / mat-su 00000 Anchorage / mat-su USA

ADMINISTRATIVE ASSISTANT (Anchorage)

Vacancy expired!

Administrative Assistant

Basic Functions

Employees occupying this role are responsible for overseeing and performing a variety of types of general administrative duties. The Administrative Assistant performs general administrative duties and office support activities for JL Properties, Inc. This role requires practical skills and knowledge in areas such as accounts payable, accounts receivable, communication skills, Microsoft Office and computers. Such duties include fielding telephone calls, receiving and directing visitors, word processing, as well as filing and faxing.

General Duties

o The Administrative Assistant performs necessary administrative support throughout the JL Properties portfolio.

o Greets tenants in a professional, respectful and helpful manner

o Practices positive customer service skills with all tenants

o Answers all incoming calls in a professional manner

o Responsible for maintaining accurate files and records

o Directs tenant and vendor requests to appropriate staff members

o Identifies supply requirements and orders as necessary

o Maintains work areas in a clean and organized condition

o Performs self checks of daily work

o Assists other company departments as scheduled or requested

o Takes information and refers concerns, complaints, and other issues to Management for resolution when appropriate

o Performs other related duties as assigned by Management

Distinguishing Characteristics

The Administrative Assistant provides primary support to Management. The Administrative Assistant performs varied and highly skilled administrative duties that require thorough understanding of JL Properties' managed assets. Employees in this position receive limited supervision thus requiring initiative, problem-solving skills, and independent judgment. He/She continually strives to increase his/her working knowledge of the properties. The ideal Administrative Assistant conducts business in a manner that attracts and retains tenants by performing the general duties as well as the following position specific duties.

Position Specific Duties

Accounts Payable:

o Manages vendor accounts to include reconciliation of charges and payments

o Receives and processes all invoices according to established procedure; including coding and submittal to Property Manager for approval

o Prepares checks for distribution to vendors according to established procedure

Accounts Receivable:

o Processes all rent invoices

o Prepares all invoices for tenants for miscellaneous receivables

o Maintains files for invoices

o Processes bank deposits

o Assesses late fees and collect delinquent rent

Daily & Weekly Duties:

o Prepares work orders, dispatches maintenance personnel, and follows-up on completion status

o Monitors and maintains Tenant Handbook to accommodate service requests and conference room reservations

o Updates Tenant Handbook webpage as needed

o Reconciles and maintains petty cash checking account

o Assembles orders for office supplies

o Maintains files including - lease, vendor and accounting files

o Updates and maintains tenant lists

o Maintains key logs for tenants and controls and tracks temporary keys and badges

o Drafts letters and documents as needed

o Generates monthly variance reports

Relations:

o Serves as the first line of communication between tenants and management

o Communicates clearly the needs of the property manager to contracted vendors; such as janitorial, security, etc.

Qualities:

o Professionalism

o Customer service oriented

o Ability to discern clients needs

o Ability to handle difficult situations with clients

General Recruiting Qualifications

EDUCATION AND EXPERIENCE:

Any combination of experience and training which would indicate possession of knowledge, skills and abilities listed herein. High School Diploma or its equivalent; One to three years of secretarial experience, may be combined with professional administrative training; evidence of increasingly responsible clerical or secretarial experience involving frequent public contact. Ability to work independently, and a strong willingness to learn.

CERTIFICATIONS:

Must possess a valid Alaska Driver's License; possession of functional, insured vehicle.

WORKING CONDITIONS:

ENVIRONMENT: Office environment with constant interruptions

PHYSICAL DEMANDS:¨Visual ability to read handwritten or typed documents, and the display screen of various office equipment and machines;¨Ability to conduct verbal conversation in English;¨Hear normal range verbal conversation;¨Sit, stand, stoop, kneel, bend and walk;¨Sit for sustained periods of time;¨Climb slopes, stairs, steps, ramps and ladders;¨Lift up to 20 pounds, carry up to 20 pounds;¨Operate office machines and equipment in a safe and effective manner;¨Demonstrate manual dexterity necessary to operate calculator, typewriter and/or computer keyboard at the required speed and accuracy; and¨Conduct frequent repetitive arm, hand and body motion.

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