careers

Company

Administrative Assistant

Phoenix, AZ | Peoria, AZ

Job Title: Administrative Assistant

Date: August 2017

CIRE Equity is an entrepreneurial company focused on the creation and preservation of wealth through targeted investments in commercial real estate in the Western United States.

We are passionate about real estate, dedicated to hard work and strive for excellence in everything that we do. We aim to create an environment that encourages our employees to work hard, think creatively and excel. We value performance based on results and quality of work instead of the number of hours put in behind a desk or tenure. We are seeking like-minded individuals who share our attention to detail and passion for excellence to join our growing team.

POSITION

Administrative Assistant

LOCATION

CIRE Equity – Phoenix, AZ (location Peoria)

FULL-TIME/PART-TIME

Full-Time

DESCRIPTION

We are seeking an Administrative Assistant to support our Property Management team. This individual will communicate directly with the Property Management department and be relied upon for general support. Specifically, the Administrative Assistant is expected to engage in all aspects of administrative duties including drafting documents/memos, organizing files, scanning, greeting clients via phone and in person, collecting documents, and miscellaneous tasks as assigned. An ideal candidate will be detail-oriented achieving results through a strong work ethic with focus on quality performance, timely execution, and the ability to take initiative in a fast-paced, ever changing environment.

RESPONSIBILITIES:

Provide direct administrative support to the Property Management team including, but not limited to:

Office Organization

Sort, organize, and distribute incoming mail
Prepare and send all outgoing mail and packages
Maintain electronic files in an organized manner and create a hard copy filing system encompassing current and new property files
Assist in planning meetings and office events
Keep office calendar

Correspondence

Compose and distribute general correspondence
Update and file all documents for tenants, clients, and vendors
Answer and direct all incoming phone calls
Greet visitors and clients, ascertain needs, and direct to proper personnel

Accounting

Coding/reviewing invoices before approval
Ensure invoice receipt and payment after work-order or service contract completion
Providing tenants and vendors with account details as needed

Marketing

Assist in maintenance of website(s)
Assist in the creation of marketing materials
Assist in planning and execution of marketing events and projects
Distribution and organization of marketing materials

Facilities Maintenance

Maintain inspection records
Key and lockbox management
Maintain work order list
Write, submit, and maintain files on incident reports
Annual personal property inventory

Vendor & Tenant Relations

Ensure accurate tenant and vendor contact information in Podio
Assist with obtaining vendor bids
Obtain completed W-9 forms from all vendors
Ensure a current Certificate of Insurance is on file for all vendors and tenants
Maintain contact and emergency lists by property for all vendors and tenants
Coordinate access for vendors to property
Follow up with vendors as directed by Property Management
Engage/cancel vendor service contracts as directed by Property Management
Assist with sales reports, collections, and data entry
Send out tenant On-Boarding packages
Draft License Agreements for temporary tenants

Miscellaneous

Order office supplies for the Phoenix office within budget
Conduct research, assemble data and perform special projects as assigned
Aid in utility transfers and other similar services as necessary
Other miscellaneous duties as assigned by Property Management

MANAGEMENT EXPECTATIONS:

Professional appearance and interaction with tenants
Timely response to all tenant matters
Ensure all systems are working properly and efficiently (filing structure, phones, internet, mail, etc.)
100% follow through on all tasks at a high accuracy rate
Identify opportunities to improve office flow and maintain information
Positive attitude and flexibility to deal with a fast-paced environment
File incoming correspondence weekly
Respond to tenant inquiries within 24 hours

COMPETENCIES:

Strong organizational skills
Strong interpersonal and communication skills
Detail oriented and able to maintain a high quality of work under pressure
Self-motivated
Inquisitive and problem solver
Ability to multi-task and prioritize workload
Ability to write clear, professional reports and correspondence
Advanced proficiency in MS Office Suite and Adobe
Accountable and strong ability to manage up
Ability to interpret legal and confidential documents such as leases
MRI and Nexus experience is a plus

VITAL FACTORS:

Operate within assigned office supply budget
Ensure collection of Certificates of Insurance before move-in date
Create and maintain 100% accurate Emergency Contact List by tenant, and update as needed
Maintain 100% accurate Tenant Contact List for all tenants

POSITION REQUIREMENTS

Must have 2-4+ years of experience in an administrative role (commercial, retail, property management experience a plus)
Must have a minimum of a high school diploma
Strong Microsoft Office Suite skills
Must have Valid AZ Driver’s License
Must have fully operational vehicle for transportation to and from work
Clear background check required
May require occasional work on weekends during holidays and events
Occasional travel throughout Metro Phoenix using personal vehicle
Spanish speaking a plus