General Services Administrator

SUMMARY

The General Services department serves the needs of the corporate office as well as 35+ locations across the country.  Working directly with the Director and Manager of General Services, the Administrator will provide advance support in handling a wide variety of administrative functions for the group.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

§ Provide administrative support for Director and Manager by maintaining calendars, scheduling appointments and meetings (reserve conference rooms as needed), sort and expedite mail, and handle phones (direct calls, take messages, etc.).

§ Research support on real estate matters, including the review and analysis of leases, preparation of lease files for signature and input into database for reporting purposes.

§ Lease review and handling and/or routing inquiries concerning lease obligations, operations issues, and compliance with state/federal law.

§ Work with property management companies to ensure receipt of documentation for taxes, insurance, CAM billings; and rent, work orders, housekeeping and hot/cold requests.

§ Code, track and reconcile invoices and budget.  Prepare/process departmental check requests and expense reports.

§ Manage and undertake various General Services projects as assigned.

 

QUALIFICATIONS

§ Five to seven years administrative experience in corporate or commercial real estate environment or background.  Experience working with multiple sites/locations preferred.

§ Associates degree in Business or Real Estate, or equivalent work experience or training/education. 

§ Effective verbal and written business communication skills.

§ Professional demeanor with the ability to positively interact with staff at all levels including executive management.

§ Previous experience in audit billing statements and verifying accuracy of monthly rental expense, lease terms and other related charges.

§ Organized, excellent attention to detail and strong follow-through skills.

§ Proficiency in Microsoft Office with emphasis on Word, Excel, Access and Outlook. Working knowledge of property management software and Auto-CAD preferred.

§ Ability to maintain confidential or sensitive information and use discretion in the dissemination of information

§ Ability to easily shift from working independently to collaborating in a team environment.

§ Flexibility with schedule to work beyond regularly designated hours (to include some weekends) or arrive early as needed.

§ While performing the duties of this position, incumbent is regularly required to stand; walk; use hands and fingers to feel and handle; reach with arms and hands; bend; twist; stoop; kneel; crouch; talk and hear.  The employee will regularly lift and/or move up to 15 pounds, and may occasionally be required to lift and/or move up to 30 pounds.