The Administrative Assistant reports directly to the Property Managers and works independently performing a wide range of complex administrative and clerical support duties. The position requires excellent organizational, communication and interpersonal skills and the ability to provide timely information and services to a wide range of both internal and external customers.
The position requires a working knowledge of office processes and related computer software and electronic communications tools, and the ability to work across teams and with a variety of projects and resources.
Provide a wide range of complex office administration tasks in support of Real Estate Services (Building Management Office) and direct administrative support to the Property Managers.
Maintain Certificates of Insurance to include all contractors and sub-contractors working on site and maintain/update database. Distribute list of all current certificates of insurance to building security, including dock master.
Maintain and assemble Tenant Handbooks.
Assign, log and complete written/typed purchase orders.
Copy, scan, mail and courier items on a daily basis.
Provide document preparation support including: tenant & security memos, reports, construction contracts, service agreements, and presentations (as applicable).
Perform routine research work using the Internet and other company resources.
Create and maintain electronic and paper filing system(s) applicable to Real Estate Services (Building Management Office).
Route phone calls, mail, e-mail and other departmental information applicable to Real Estate Services (Building Management Office).
Order & maintain office supplies (as applicable).
Code capital invoices for processing/payment, and maintain capital tracking spreadsheets by individual job number.
Serve as a back up to Tenant Coordinator: answer multi-line switchboard, create work orders via Corrigo, publish/distribute Daily Activity Report, assist tenants with daily requests, such as pre-registering guests in the Visitors Management System (Passage Point) and office temperature comfort calls (as needed).
Create quarterly tenant newsletter.
Have knowledge of the relocation/evacuation plans for emergency, fire, bomb threats, and sheltering-in-place for the building, and be able to assist the Property Managers and Engineers to direct tenants and emergency personnel in the event of an emergency (as applicable).
Perform any additional duties that might be assigned and assist with other special projects (as needed).
Requirements and Qualifications
Bachelors degree, minimum 3.0 GPA, and a strong record of success in an academic and work environment.
1-2 years experience working in an office environment.
Ability to communicate effectively and professionally, both orally and written, with owners, tenants, brokers, vendors and co-workers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
Able to allocate ones time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; result and detail-oriented.
Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
Impeccable follow-up skills and commitment to keeping staff informed of status of projects and completed tasks.
Ability to work without supervision in a fast-paced, collaborative, and result-driven environment.
Positive Can Do attitude and highest level of professionalism.
Position requires excellent attendance, reliability and confidentiality.
Good knowledge of standard departmental systems and procedures.
Advanced working knowledge of the MS Office application suite (Word, Excel, PowerPoint, Outlook, etc.).
Founded in 1986, Reit Management & Research LLC (RMR) is a privately held asset management company that manages one of the largest portfolios of publicly owned real estate in the United States with approximately $21.5 billion of assets under management, including more than 1,650 properties located in the 46 states, Washington D.C., Puerto Rico and Ontario, Canada. RMR has approximately 790 employees in its headquarters and regional offices located throughout the country. RMR manages CommonWealth REIT (NYSE: CWH), an office and industrial real estate investment trust, or REIT; Hospitality Properties Trust (NYSE: HPT), a hospitality REIT; Senior Housing Properties Trust (NYSE: SNH), a healthcare REIT; a government property focused REIT, Government Properties Income Trust (NYSE: GOV); and Select Income REIT (NYSE: SIR), a REIT that focuses on net leased, single tenant properties; and also provides management and administrative services to two publicly traded real estate based operating companies: Five Star Quality Care, Inc (NYSE Amex: FVE) and TravelCenters of America LLC (NYSE Amex: TA). An affiliate of RMR, Sonesta International Hotels Corporation, is one of HPT's hotel managers; and another affiliate of RMR, RMR Advisors, Inc. is the investment manager of a publicly owned mutual fund, which principally invests in securities of unaffiliated real estate companies.
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