Administrative Assistant - Malace HR

The Administrative Assistant at MalaceHR provides high-level administrative support to the property management team, including property managers and general managers. This role involves conducting research, handling information requests, and performing clerical functions, acting as an information and communication manager for the office.

Job Responsibilities:

• Perform general office duties such as ordering supplies, maintaining records, and performing basic bookkeeping tasks.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and emails.
• Prepare responses to correspondence containing routing inquiries.
• Maintain regular contact with maintenance staff to ensure property cleanliness and maintenance needs are attended to.
• Assist in property management audits and maintain employee, client, and customer contract databases.
• Organize and prepare reports for distribution and manage conference room reservations.
• Organize department lunches, meetings, events, and business travel.
• Ensure compliance with property-specific and company policies and procedures, including enforcing insurance requirements among tenants.
• Process accounts payable (A/P) and accounts receivable (A/R), and track budget line items for administrative accounts.
• Prepare and assist with monthly budget reports and tenant billing for damages.
• Maintain tenant relationships, prepare communications, and ensure all tenant requests are addressed.
• Coordinate tenant access and ensure compliance with insurance requirements.
• Assist with updating and implementing new property on-boarding processes.
• Support operational tasks like reviewing tenant service requests, coordinating vendor access, and drafting contracts.

Skills & Requirements:

• Strong verbal and written communication skills.
• Ability to multitask, provide excellent customer service, and work well with others.
• Highly organized and able to maintain confidentiality.
• Proficient with Microsoft Word, Excel, and PowerPoint.
• Ability to work independently and manage time effectively.

Education & Experience:

• High school diploma or GED required.
• 8-10 years of experience in administrative support or related field.

Additional Information:

• Hours: 8:00 AM - 5:00 PM.
• This role provides critical administrative support to the property management team.