Department

Administrative Assistant - Property Management

Property Management
Posted: 03/26/2021
Full Time
Los Angeles, CA
The Administrative Assistant is responsible for managing the front office, providing
customer service to tenants and staff and providing administrative support to the
AGM and VP/GM.

ESSENTIAL FUNCTIONS:
  • Answer phone, screen and direct calls; take and distribute accurate messages; troubleshoot any issues relating to phone system.
  • Attend to visitors; handle inquiries on the phone and in-person
  • Supply information regarding Montclair Plaza to the general public, guests
  • and visitors.
  • Prepare letters and documents. Send, receive and distribute mail and
  • deliveries.
  • Assist with compilation and maintenance of organizational tools for officewide distribution including contact lists, tenant database, emergency information, PO Log, Daily Deposits etc.
  • Manage conference rooms including scheduling, keeping rooms clean and providing assistance with drinks/meals as requested.
  • Secure office at the beginning and end of business day, maintain kitchen clean by loading/unloading dishwasher, bi-weekly cleaning of refrigerator; and supplied by restocking beverages and refilling coffee maker.
  • Maintain special requests and insurance compliance for all Montclair
  • Plaza tenants, send out notices for renewals in advance of insurance expiration and ensure that insurance certificates are filed and maintained according to company policy.
  • Provide lease language search for team on special projects.
  • Provide assistance with timely collection of sales reporting from tenants.
  • Manage and maintain general office equipment. Retain files for all equipment contracts. Inventory, order and stock general office supplies.
  • EDUCATION/EXPERIENCE REQUIREMENTS:
  • Two year's general office experience required
  • High-school or equivalent, some college preferred
  • Must be proficient in MS Word, Outlook and Excel
  • Must be able to utilize all general office equipment such as fax, copier, and phone system.
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.