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Administrative Assistant

Company: Brookfield Properties
Location: San Francisco
Posted on: April 10, 2021

Job Description:

BROOKFIELD PROPERTIES

At Brookfield Properties, our success starts with our people. People like you.

We develop, operate, and manage more than 650 properties and 325 million square feet of real estate across the globe. It's a feat that wouldn't be possible without our team, a diverse group of creative visionaries and innovative experts who are relentless in pursuit of one goal: to ensure our buildings don't simply meet the needs of our tenants, residents, and communities - but exceed them, every day.

Within our office business, this conviction guides every aspect of our work. Our signature structures not only define skylines but are also true destinations - bringing together office areas, retail spaces, and dining options all in one. And our high-end design capabilities and strong sustainability practices allow us to create properties that raise the bar for real estate everywhere. It's why the world's most respected businesses, non-profits, and start-ups choose us as their partner.

If you're ready to be a part of our team, we encourage you to apply.

Job Description / Responsibilities

The Administrative Assistant greets the public on behalf of the Company and provides general support to office staff.

Responsibilities Include

  • Opening and closing the Building Management Office. Must be consistently at work, on-time as scheduled.
  • Greet visitors to office, including the general public, customers, tenants, delivery persons and contractors.
  • Direct all visitors to the appropriate personnel and answer all inquiries.
  • Direct all incoming calls and inquiries by answering, screening, and transferring telephone calls, taking messages. Answer overflow telephone calls for departments as necessary.
  • Answer and dispatch two-way radio calls. Answer and forward all inquiries.
  • Sort and distribute mail and other deliveries.
  • Type and distribute memos.
  • Maintain Vendor, Tenant and General electronic and hardcopy files.
  • Maintain the office directory, Tenant Contact and Emergency Contact lists up to date.
  • Coordinate and plan meetings, schedule conference room usage.
  • Maintain appearance of kitchen by stocking refrigerator and coffee areas daily. Ensure the reception area, conference room, file room and breakroom are clean and organized at all times.
  • Office supply ordering and maintenance.
  • Verify/track current and correct Certificates of Insurance for all vendors requiring property access.
  • Assist in mailing monthly sundry invoices, generating purchase orders, etc.
  • Enter / confirm Vendor ID / Billbox code on all Accounts Payable invoices and submit / scan into system for processing.
  • Assist with work orders as well as maintaining accurate tenant information in the work order system.
  • Dispatch Janitorial for clean-up calls.
  • Work with Property Management Team, Engineering and Security regarding after-hours activity, loading dock access, freight elevator requests, etc.
  • Assist / provide support to Property Management Team as required.
  • Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
  • Other duties as assigned.

    Qualifications
    • Effective communication skills with the ability to maintain successful business relationships and contacts. Must have good grammar, ability to write clearly and concisely, and able to communicate with professionalism.
    • Proven record of providing excellent customer service.
    • Strong organizational skills with ability to manage multiple projects simultaneously.
    • Proficient using office equipment such as personal computer, photocopier, scanner, printer, and calculator.
    • Proficient using software programs such as Microsoft Outlook, Word, and Excel
    • Able to perform telephone operations such as call hold, call forwarding, teleconferencing and other functions.
    • Regular attendance on site is an essential function of this position. Must be able to work consistently as scheduled during normal business hours. This position is not eligible for telecommuting.

Keywords: Brookfield Properties, San Francisco , Administrative Assistant, Administration, Clerical , San Francisco, California

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