The JBG SMITH Corporate Office

  • Administrative Assistant in Commercial Property Management (Management Services)

    ID
    2018-3313
    Location
    US-MD-Chevy Chase
    Type
    Full-time
  • Overview

    The Administrative Assistant is responsible for providing administrative support for Senior Vice Presidents, Vice President and General Managers in the Management Services and Construction Management groups.  The ideal applicant would be proactive with a positive attitude, flexible and organized while able to effectively multi-task in a fast-paced environment.  The Administrative Assistant is responsible for complying with the operational policies and procedures established by JBG SMITH.

    Responsibilities

    Administrative Support

     

    • Provide administrative support, which includes typing letters, drafting e-mails, memoranda and other correspondence with a sense of urgency focusing on shifting priorities. 
    • Administratively manage routine and special projects as assigned with a clear understanding of how the project contributes to overall departmental objectives. These projects may include processing and tracking of subleases, assignments, tenant work out agreements, license agreements, etc. 
    • Coordinate with various levels of property staff, information gathering and computer input for report submissions on monthly or quarterly basis, such as sales and hold over prelease reports. 
    • Provide accurate and timely printing of and filing of all reports, invoices, correspondence and subject matter documents as needed. Track and process internal documents such as tenant activity notices, expense authorizations, etc. 
    • Provide general administrative support such as, sort and distribute mail and faxes daily; schedule meetings, including reserving conference rooms, coordinate training classes, oversee set-up and provide minute taking if required. Coordinate copying and scanning documents and managing the process of transporting those documents (via courier, interoffice mail, etc.). 
    • Maintain Emergency and Monthly Report Binders and year-end statements; including chronological files. 
    • Maintain tenant and corporate contact binders (phone directories); including updating internal phone list. 
    • Maintain Tenant/Building files and project files accurately and efficiently and general filing; including chron and tickler files. 
    • Provide telephone support; answer and screen telephone calls, record and deliver messages in a timely fashion. 

    • Complete special projects and other duties as assigned. 
    • Excellent attendance and punctuality are essential functions of this position.

     

    Accounting/Payroll

     

    • Perform research and run reports from Yardi, IBS & Toolkit. 
    • Access Propidex, IBS, Yardi, Stellent and other company software applications as needed. 
    • Timely and accurately process invoices for approval in Bizflow. Prepare check requests.  
    • Timely and accurately process expense reports. 
    • Timekeeper: maintain attendance records and submit to payroll; distribute paychecks to team.

    Qualifications

    • High School diploma or equivalent required. 
    • College degree preferred. 
    • Two (2) or more years of office experience, preferably in property management services or commercial Real Estate.

     

    Technical Experience:

     

    • Clerical skills: type 50-60 wpm, meticulous record keeping, and organized file maintenance. 
    • Strong analytical skills: collect, interpret, organize and evaluate detailed data. 
    • Advanced word processing/Word and electronic spreadsheet/Excel skills. 
    • Intermediate capabilities with other Windows programs and the operation of a PC in general. Ability to learn and effectively use internal software packages such as Yardi. 

     

    Other Skills/Requirements:

     

    • Strong organization skills with the ability to increase efficiency and organization. 
    • Ability to work independently with little or no supervision or direction and to effectively utilize resources to complete tasks effectively and efficiently while prioritizing tasks, and managing time well. 
    • Excellent interpersonal and communication skills (both verbal & written). 
    • Ability to prepare draft correspondence from verbal guidance and/or notes and proofread to detect and correct grammatical and spelling errors. 
    • Ability to adapt to multiple and rapidly changing deadlines while paying close attention to detail. 
    • Ability to take initiative and prioritize workload to meet the needs and priorities of the Vice Presidents and General Managers. 
    • Ability to stay focused and follow conversations (personal and telephone) with visual distraction and background office noise. 
    • Pleasant and professional phone manner. 

     

    Other Important Attributes:

     

    • Composed demeanor, professional appearance, positive attitude and customer-oriented approach are priorities for this position. 
    • Exercises good judgment and is tactful; able to discreetly handle sensitive personal and confidential personnel matters and information. 
    • Ability to keep processes moving forward and take initiative as appropriate. 
    • Must be self-motivated, reliable, dependable with excellent attendance, flexible and versatile. 
    • Must be confident and capable when communicating with customers inside and outside the company. 
    • The ability to work well under pressure.

     

    JBG SMITH is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without discrimination on the basis of race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, genetic information or any other protected class, in accordance with applicable law.

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