Administrative Assistant

 

Description:

We're seeking an exceptional Administrative Assistant to join our Portfolio Management team. This pivotal role is at the heart of our collaborative operations, ensuring seamless communication, meticulous organization, and proactive coordination across all aspects of our business. You'll be a key team player, keeping our projects on track and enabling our team to achieve outstanding results together.

 

Key Responsibilities

Communication Management

- Manage and prioritize incoming communications, ensuring timely and professional responses

- Serve as the primary point of contact for tenant inquiries, coordinating effective resolutions

- Filter and summarize critical information for the leadership team

 

Schedule & Meeting Coordination

- Maintain executive calendars with precision and foresight

- Organize and prepare for team meetings, including agenda creation and materials distribution

- Ensure all participants have necessary information for productive, collaborative discussions

 

Team & Project Support

- Work closely with the team to track project milestones and deadlines, ensuring alignment and accountability

- Provide regular status updates to keep the team informed and projects on course

- Implement systematic follow-up procedures to drive task completion across team initiatives

- Assist in breaking down complex projects into actionable steps, fostering team collaboration

 

Documentation & Reporting

- Generate insightful reports highlighting key performance metrics for management review

- Collaborate with the team to compile and present project updates to leadership

- Maintain meticulous records within our document management systems, ensuring team access

- Ensure all documentation is organized, clearly labeled, and readily available for team use

 

Tenant Relationship Management

- Facilitate smooth tenant onboarding and transition processes in coordination with the team

- Maintain comprehensive tenant records and communication history

- Coordinate effectively between tenants and our management team

 

Qualifications

- English fluency with exceptional written and verbal communication skills

- Outstanding organizational abilities with meticulous attention to detail

- Demonstrated capacity to prioritize competing demands in a fast-paced, team-driven environment

- Proficiency with productivity tools including Google Workspace and scheduling platforms

- Experience with ClickUp or similar project management software preferred

- Prior real estate experience not required; a willingness to learn, adapt, and grow in a collaborative team environment is essential