Administrative Assistant-Lease/Commercial

DRUCKER + FALK

The Commercial Administrative Professional should have the ability to perform multiple duties, such as being able to handle industry related confidential materials, correspondence, memos, reports, and account payables. Detailed spreadsheets and proposals for meetings and specialized reporting requested by clients. These items are all part of the job description. The ideal applicant should be proficient in the Microsoft Office Suite, as well as possess excellent grammar and editing skills, be very organized, able to work independently or as part of a team and be able to multi-task.

Essential Duties and Responsibilities include the following.

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
• Compose and type routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Answers and screens incoming calls and directs to appropriate person/department.
• Adhere to all appropriate DF accounting policies, including but not limited to use of account numbers, expense requirements, accounts payable system, and other monthly items and special accounting items.
• Greets scheduled/unscheduled visitors and conducts to appropriate area or person.
• Coordinates and prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Preparing spreadsheets.
• Drafting and finalizing routine correspondences on behalf of the Director and Commercial Property Manager’s.
• Able to handle confidential materials, correspondence, memos, reports and presentations.
• Process month end reports, correspondence, and check for accuracy.
• Other duties may be assigned.

Skills and Attributes

• Must possess excellent oral and written communication skills.
• Maintain a “team-player” atmosphere in the Department.
• Must possess enthusiastic and positive attitude.
• Work independently with minimal supervision and be accountable for actions-Self Motivated.
• Work efficiently and effectively under stressful situations.
• Organize work, set priorities and delegate with proper follow-up.
• Collect and analyze data (Analytical).
• Proficient using Microsoft Office.
• Property Management experience preferred.

Competencies 

To perform the job successfully, an individual should demonstrate the following competencies:

 Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Oral Communication - Participates in meetings. Possess excellent oral communication skills.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Organizational Support - Follows Drucker & Falk, LLC, policies and procedures; Completes administrative tasks correctly and on time; Supports Drucker & Falk, LLC, organization’s goals and values.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks.

Professionalism - Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

 Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience 

Bachelor's degree (B. A.) from four-year college or university; or at least three years related experience and/or training; or equivalent combination of education and experience.

Language Skills 

Ability to read, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations Ability to write reports, business correspondence, and procedure manuals. Effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills 

Possess the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts relating to basic algebra and geometry.

Reasoning Ability 

Resolve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills 

To perform this job successfully, an individual should have knowledge of Internet software; Microsoft Word and Excel software and Word Processing, and Yardi software.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits: Competitive Benefits to include Health, Dental, Life, 401K, Employees Assistance Program, Long Term Disability, Vacation and Sick Leave.

EOE/Drug Free Workplace