• Administrative Assistant

    Job ID
    2018-1380
    Job Locations
    US-GA-Alpharetta
    Department
    Property Management
  • Overview

    The Administrative Assistant must exhibit exceptional client service and professionalism in all interaction and communication. The Administrative Assistant answers and routes calls, greets visitors, and works independently performing a wide range of complex administrative and clerical support duties for all Property Management personnel. 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.

    Responsibilities

    • Serve as principal administrative contact to the Area Director and RVP.
    • Develop, implement and administer departmental office systems and procedures.
    • Assist with leasing responsibilities including tracking and distribution of leases and other regional materials.
    • Maintain departmental and project budget spreadsheets as necessary.
    • Actively maintain staff and conference room calendar, coordinate meetings and conference calls as required.
    • Answer, screen, and direct incoming calls by the second ring. Provide information to callers and relay messages to appropriate parties.
    • Copy, scan, mail and courier items on a daily basis, along with scanning of lease documents, tracking and communicating status of leases to property management staff. 
    • Provide document preparation support including: memos, reports, contracts, service agreements, course materials, and, presentations.
    • Assist with the purchase and maintaining inventory of supplies for the PM department, as necessary.
    • Open Property Management office by 8:00 am and close office at 5:00 pm (forwarding and un-forwarding phones, turn lights on/off, and unlock/lock door).
    • Dispatch work orders through Building Engines.
    • Follow up on work orders as necessary.
    • Greet visitors as they arrive and announce them to the person with whom they are meeting.
    • Sign in vendors and sign out keys and/or badges.
    • Provide weekly work order reports from Building Engines to Tenant Coordinator, Property Manager, Senior Property Manager, and Chief Engineer.
    • File invoices, documents, etc. on a weekly basis.
    • Maintain electronic filing system (“S” drive).
    • Maintain all contact lists.
    • Contact and coordinate with vendors as necessary for service requests.
    • Purchase, maintain, and stock office and break room supplies.
    • Open, sort and distribute mail appropriately.
    • Keep work areas clean and organized.
    • Keep waiting area and kitchen clean throughout the day.
    • Excellent attendance is a requirement of the position.
    • Assist with additional assignments that may be requested by direct supervisors and take initiative in lending assistance to other members of the team.

    Qualifications

    • Bachelor’s degree – Minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.
    • Ability to work in a fast-paced, collaborative, and results driven environment.
    • Exceptional verbal, written and organizational skills.
    • Excellent attendance is a requirement of the position.
    • Excellent client service orientation.
    • Must have intermediate to advanced MS Word and Excel proficiencies.
    • Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants and coworkers; 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.
    • Organizational/Multi-Task Skills – Able to allocate one’s 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; results oriented, detail oriented and accurate.
    • Decision Making Skills – 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.
    • An assessment will be administered for computer and communication skills.

    Company Overview

    The RMR Group Inc. (Nasdaq: RMR) is a holding company and substantially all of its business is conducted by its majority-owned subsidiary, The RMR Group LLC. The RMR Group LLC is an alternative asset management company that was founded in 1986 to invest in real estate and manage real estate related businesses. RMR's business primarily consists of providing management services to six publicly owned real estate investment trusts, or REITs, and three real estate related operating companies. As of September 30, 2018, The RMR Group LLC had approximately $30.1 billion of total assets under management, including more than 1,700 properties, and employed almost 600 real estate professionals in more than 35 offices throughout the United States; the companies managed by The RMR Group LLC collectively had over 52,000 employees. To learn more about The RMR Group, please visit www.rmrgroup.com.

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