Administrative Assistant

Provide the following administrative duties for the property management team and Tulsa office :

• Communication, Organizational skills and Team support are crucial in this position.
• Front Desk / Receptionist – Front Office Point Person; Must possess a professional presence and telephone voice
• Sort and distribute mail on daily basis.
• Order and stock supplies, as needed.
• Excellent typing, grammatical, writing and proofing skills are required.
• Prepare and send correspondence (tenants, vendors, owners) : insurance letters, delinquent letters.
• Maintain database for tenant insurance verification. Compare certificates to requirements in lease. Request updated information or certificates, as necessary.
• Update and record documentation in IMPAK or other software
• Call insurance companies to request new certificates as needed.
• Maintain and update all tenant lease files, including filing of correspondence and other information.
• Scan leases into Yardi and contracts to Sharepoint; update Sharepoint.
• Develop and maintain tenant rosters, vendor lists, insurance lists, HVAC lists, maintenance contracts, etc
• Take maintenance calls. Input Work Orders. Work with managers / tenants to resolve work orders / calls.
• Assist with any reporting requirements of the property owner, including compiling, assembling, supervision of the final product, copying, distributing and mailing.
• Coordinate special events and documents, i.e., fire drills, newsletters, tenant surveys, welcome packages.
• Gain knowledge of the tenants, location in each building, contact persons, the nature of their business, etc.
• Attend and complete required safety training
• Other Duties as Assigned.