Commercial Administrative Assistant

Seattle, WA

$55-$63k/year with bonus potential

General Expectations:

Individuals in this position are expected to perform in a pro-active, professional manner. This job is performed on site at the property management office. They are to exercise good judgment, provide the required quantity of work as scheduled by their supervisor, adhere to proper attendance and punctuality (keeping within the defined guidelines of office hours and attendance requirements expected of the position), exhibit the traits of a good corporate citizen (enthusiasm, positive outlook, and company pride), and act in a cooperative spirit of support to co-workers, tenants in the various facilities, and contract vendors. The regular work hours are eight hours per day, forty hours weekly, at the physical office location. Dependability, initiative, reliability, the ability to communicate with correct grammar and appropriate language, exhibition of a professional appearance and manner of dress, as well as tact, sincerity, and courtesy are required of all employees of HR. Responsible behavior and the acceptance of responsibility for one’s actions and their position are also expected.

Essential Duties and Responsibilities:

• Open, date stamp and screen all incoming correspondence. Locate and attach appropriate file to correspondence, if needed.
• Set up and maintain files for correspondence, leases, buildings and other records.
• Screen all incoming telephone calls and give information to callers or route call to appropriate official and place outgoing calls.
• Schedule appointments and maintain appropriate calendars.
• Coordinate travel arrangements and set itineraries as needed or directed.
• Maintain computer back-up of correspondence sent.
• Maintain work order system, entry and close out once maintenance completes items.
• Print monthly MRI reports as requested by supervisor.
• Monitor office supply inventory, purchase supplies, and other equipment as needed per office budget and guidelines.
• Monitor postage meter, fax, copy machine, and telephones, call for repair if necessary.
• Monitor service contracts.
• Assist in providing proper records and documents to Human Resources.
• Set up project meetings or other meetings as directed.
• Independent decision-making abilities to provide guidance to staff and tenants in the absence of the manager.
• Client/tenant relations, working to expedite tenant relation issues.
• Work with MRI accounting system as needed to include but not limited to general ledger account code tracking and tenant rent audits.
• Maintain vendor and tenant insurance and contact files on the Electronic Tenant Center or another software as directed.
• Working within the Avid Accounting system, code payables, attach proper back up and send to manager for approval.
• Prepare and maintain updated addresses and phone numbers for employees, tenants and vendors.
• Assist in any aspects of management duties as requested.
• Ability to work without close supervision.
• Perform special projects as assigned.