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||Jersey City, NJ
|| Accounting/Auditing, Administrative and Support Services, Computers, Software, Finance/Economics, Financial Services, Information Technology, Installation, Maintenance, and Repair, Insurance, Law Enforcement, and Security, Executive Management
Administrative Assistant - Help Desk|
The purpose of this position is to perform all administrative, help desk duties and routines related to the management and operation of the building in conjunction with the instruction of the Managers.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages high volume tenant work order system, distributes and dispatches calls to appropriate parties for action.
Monitors and ensure all work orders are responded to and closed out within the specified SLA.
Provides a professional, congenial atmosphere in the office for tenants and all visitors.
Maintains an effective program of producing and distributing finished copies of all written material, correspondence, manuals, legal documents and reports as directed by Manager, insuring that all legal documents are properly routed and distributed as required by.
Maintains an effective, systematic and timely filing system.
Assists in tenant matters, including move-ins, move-outs, lease administration, billings, key/cardkey/graphics requests.
Coordinates tenant mailbox assignments with U. S. Post Office.
Assists in reporting any accidents occurring in areas of responsibility of the Property Manager by typing and distributing accident report forms.
Maintains and updates all directories such as emergency call lists, tenant directories, fire warden lists, employee lists, MSDS books etc.
Assists Manager in establishing and maintaining good tenant relations and tenant satisfaction for the building by aiding and assisting tenants, clients and contractors with any problems that arise.
Acts as a team member and maintain close working relationships with all Management personnel and all other personnel associated with activities at the building as well as all other CBRE associates. Management Assistant
Maintains open lines of communication with all contract affiliates (i.e., security service, answering service, janitorial service, maintenance service, etc.) to insure proper emergency data handling.
Evaluates and makes recommendations on office equipment, computers, and software, etc.
Orders and maintains adequate levels of office supplies.
Receives all visitors and Help Desk calls, directly assisting people when appropriate and referring to others when necessary.
Distributes tenant requests and complaints to the Manager and/or Engineering staff; maintains work order system; keeps pending work order files.
Checks out keys to vendors/repairmen as required.
Receives and distributes all incoming office mail and prepares all outgoing mail daily.
Maintains a tickler file system for all routine reports and contract/certificate of insurance expirations, notifying appropriate individuals as required.
Develops and maintains complete knowledge of the property layout (suites, entrances, exits, stairwells, passenger/freight elevators, mechanical areas, loading dock, etc.), emergency and security procedures and personnel, building rules and regulations, and general building information.
Learns and maintains knowledge of the fire alarm system, security system and emergency procedures.
Learns and maintains knowledge of provisions in the standard leases and maintain a working knowledge of the tenant rules and regulations section of the standard lease.
Prepares and assembles all lease proposals as requested by Manager, orders proposal supplies, photographs, updates building information.
Orders blueline prints, xerox vellums, sepias, and any other printing jobs as requested by Manager.
Performs all other administrative and secretarial duties as directed by Manager.
Assists in the preparation of the monthly report.
Assists with external and internal audits.
Maintains a critical date file and notifies Manager of upcoming dates.
Complies with all written national and regional policies.
Maintains a professional appearance and manner at all times while in the building and/or on the property.
Other duties may be assigned.
No formal supervisory responsibilities in this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) and a minimum of two years of related experience and/or training.
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Requires general knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate experience with Microsoft Office Suite.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.