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  • Job Title
  • Administrative Assistant
  • Location
  • Santa Fe Springs
  • Job Number
  • 119441
  • State
  • California
  • Job Class
  • Temp to Hire
  • Category
  • Office Administration
Job Description
We are currently hiring for an Administrative Assistant for our client in Santa Fe Springs.

Possible temp to hire position with a property management company.

Job Description:

1. Account Payables

a.Review & Code all Invoices for approval

b.Insure correct back up, PO or contract information are included with invoice

c.Scan construction and common area invoices for each Property

d.Make copies of invoices for Facilities Files for Facilities Manager

2.Insurance

a.Obtain and monitor Insurance Certificates for:

i.Tenants

ii.Service vendors

iii.Construction vendors (i.e., for tenant improvement and small projects)

3.Document Management

a.Obtain all documentation needed for new vendors:

i.Insurance Certificate, W-9 etc.

b.Maintain Tenant Contact List

c.Send Tenant Notices as need for for work to be performed by vendors/facilities staff, including fire sprinkler testing, window washing, electrical outages, repairs, etc.

d.Maintain Fire Sprinkler Quarterly & Annual Reports and forward to tenant and/or insurance carrier when necessary. Obtain bids from Fire Sprinkler Contractor for items needed for compliance.

e.Take Tenant service calls as needed and notify/assist Facilities Manager with tracking of any maintenance items; roof leaks, HVAC service calls etc.

f.Send out maintenance violation letters to tenants for non-compliance concerns as needed.Coordinate follow-up with Facilities Manager until completion.

g.File and scan all documents going forward. Letters, Memo’s, Legal Notices etc.

h.Prepare, file, and track P.O.’s and contracts

i.Prepare Lease Exhibits, such as building layout, parking etc., as needed

j.Maintain all electronic filing

k.Prepare, revise and distribute redline LOI’s, documents, etc. as needed

REQUIREMENTS:
  • Strong MS Word Knowledge
  • Intermediate MS Excel
  • Yardi experience preferred
  • Strong organizational skills
  • Ability to manage and prioritize multiple requests from varying team members
  • Strong verbal and written communication skills
  • Prior Industrial Property Management preferred, Property Management experience required
Pay Rate Range: $28-$36 per hour depending on experience

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