Administrative Assistant

The Administrative Assistant primarily performs administrative and clerical work as related to vendor management, accounting, and other routine functions. This mainly includes processing vendor services, completing accounts payable coding, and entering billables under the direction of property management. This position is located at the Leo Burnett building in downtown Chicago.

Job Requirements:

• At least two years administrative assistant experience required, property management and accounting experience preferred.
• High School degree or equivalent required, two or four year college degree preferred.
• Proficiency in Microsoft Office.
• Real estate software experience preferred.
• Excellent phone, verbal and written communication skills.
• Must be a self starter, self-disciplined, and highly organized.
• Must have a strong work ethic, be team-oriented and highly dependable.
• Certificate of Insurance Administration:
• Track, collect, review and record tenant and vendor COI’s per the Policies and Procedures.

Job Responsibilities:

1) Certificate of Insurance Administration:

• Certificate of Insurance Administration:
• Track, collect, review and record tenant and vendor COI’s per the Policies and Procedures.

2) Tenant Support:

• Coordinate the tenant relations program.
• Assist in fostering long-term relationship with tenants.

3) Administrative:

• Provide administrative support for GM, PM and APM by typing general correspondence, preparing expense reports, drafting vendor contracts, etc.
• Lease Administration: Prepares commencement letters, assists in monitoring and communicating changes in lease information (move-in dates, vacate dates, monthly leases) to Lease Admin as necessary. Maintains LOC and Security Deposit ledgers and provides related reporting to PM.

4) Vendor Management:

• Assist the Property Manager with building inspections, maintaining the appearance and condition of the property by hiring appropriate vendors (soliciting and reviewing bids, preparing contracts, documenting any legal or risk management review of contracts or insurance coverage).
• Prepare contract cover sheets, the summary log, and set up files per the Vendor Management Policy.
• Maintain the current vendor contract summary sheet and vendor contact list.
• Ensure vendor Certificates of Insurance are current and meet requirements.
• Prepare purchase orders and maintain the purchase order log when applicable.
• Serve as property liaison with following vendors: janitorial, stone and metal maintenance, landscaping, pest control, waste hauling and window cleaning. 
• Responsible for ordering cleaning supplies.

5) Other:

• Processes cash receipts and invoices in the absence of the PA.
• Acts as back up to and cross trains with APM.

EOE/MFDV