Administrative Assistant – Management Services

The administrative assistant, reporting to the head of management services, is primarily responsible for coordinating several key management services initiatives, while also providing administrative support for the head of management services and the senior director.

General Administrative.
Provide expense documentation and processing for the Management Services leadership.
Coordinate expense report approvals for reports to Management Services leadership.
Coordinate travel arrangements for senior management.
Prepare memos and perform general administrative support as required.
Schedule regional leadership conferences.
Prepares department invoices for accounts payable.

Tenant Survey Process & Administration
Coordinates annual tenant survey distribution, follows up on survey receipt. Distributes results to region leadership.
As required, works with property managers and region leaders to custom design tenant surveys.
Administers internet survey software as necessary to ensure efficient operation.
Prepares customer satisfaction survey results for maintenance services for review by region management. (Angus Anywhere)

Management Services Marketing Support
As directed by senior management, organizes field input and prepares responses to requests for proposals.
Prepare marketing materials for potential clients as directed by VP of Management Services.

General Reporting (monthly or as required)
Oversee administration property database updates through regional coordinators.
Prepares new business summary on a monthly basis.
Assists leadership with revenue and expense updates to budgets (Annual)
Coordinates document management database updates (contracts, certificates etc.).
Updates management services head counts and updates distribution lists.
Coordinates the management services on-line training program (Align Academy) enrollees and course requirements documentation.
Prepares website updates for management services policies and procedures as directed by management.

Customer Service
Responds to employee or customer questions in a prompt and courteous manner.

*Regional Directors of Management Services (includes area managers).
REQUIREMENTS
At least five years administrative experience.
Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint)
Excellent organizational skills and close attention to details required.