Administrative Assistant - CMG

Shea Properties – Find Awesome.

Shea Properties is always looking for talented people who are interested in beginning or continuing their careers in real estate. With a portfolio that includes 11,200 apartment units and 6 million square feet of commercial space in California, Colorado and Washington—and an amazing pipeline of future projects—Shea Properties can help you find your awesome. Our associates love the collaborative, supportive, family-friendly work environment. Our leadership team encourages input at all levels and embodies Shea’s Core Values of Honesty and Integrity, Respect for Others, Teamwork and Competitive Spirit.

Job Scope

This position provides administrative support for the Commercial Management Group and serves as an administrative assistant to the Senior Real Estate Managers, Real Estate Managers and Assistant Real Estate Managers. This position shares responsibility for maximizing the value of properties managed by the Group, and to meet the strategic plan of the owners/shareholders. This position constantly strives for improvements in work processes and results to better meet internal and external customer expectations. The pay range for this position is $23.94 - $27.77/hour the Administrative Assistant is eligible to participate in the discretionary annual bonus plan. JF Shea offers a competitive benefit package including PTO, paid holidays, medical, dental, vision, 401k, disability, and life insurance.

The Administrative Assistant, as with all Shea team members, is expected to conduct himself/herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy.

Job Duties

• Answer incoming telephone calls from internal and external customers. Respond to and directs requests as appropriate. Communicate with and provide direction to day porters.
• Greet all walk-in customers and prospective tenants.
• Open and distribute mail.
• Keep all tenant, vendor, and contract lists updated, including e-mail and emergency contacts. Update all tenant handbooks. Maintain database so all Managers can locate most current information.
• Code all invoices and research any A/P issues. Obtain and submit W-9’s for new vendors. Upload and submit invoices to Avid.
• Prepare service contracts based on direction from Managers. Route for signature and distribute.
• Complete and process tenant bill-back invoices and tenant account adjustments as directed by Managers.
• Assist in maintaining current and correct insurance certificates for tenants and vendors. Keep insurance tracking system updated.
• Maintain complete and accurate property file records including plans. Set up new tenant lease files including pre-lease information. Distribute lease copies and any other property or lease related documents to appropriate parties.
• Keep all electronic and paper filing current, complete and accurate based on established policies and procedures.
• Organize and maintain office/kitchen equipment and supplies.
• Type and mail correspondence as directed.
• Process electronic rent check deposits received at management office. Sets up tenants in Commercial Café online payment system.
• Maintain and update property security access program with door hours of operation and access control for tenants, including gate codes for tenants/vendors.
• Participate in, and provide support for, weekly and monthly staff meetings.
• Print and distribute monthly reports as directed by Managers.
• Assist with tenant events, fire drills and training.
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

• Must be able to work successfully in a team environment, have a strong customer service focus and be comfortable working in a fast-paced environment where continuous improvement is expected.
• Must have ability to balance multiple priorities and assignments, be detail-oriented, conscientious with a dependable work ethic.
• Exceptional organizational, verbal and written communication skills are required. Must possess a positive, proactive and helpful attitude when working with people, both internal to Shea Properties as well as with tenants, vendors, contractors, and any other individuals related to the management and operations of the properties.
• Yardi commercial management software experience preferred.

Minimum Qualifications (Education and Experience)

• High school diploma or equivalent.
• 2 years college education or 2 years’ experience in office operations, preferably property management.
• Proficient in Microsoft Excel, Word, Adobe and Outlook.

Work Environment

The Administrative Assistant works in a professional office environment and interfaces with external/internal customers, vendors, sub-contractors, tenants, and public agency staff on a regular basis. Work hours are usually scheduled from Monday through Friday from 8:00 a.m. – 5:00 p.m. However, the Administrative Assistant should be flexible with availability depending on the needs of the department and tenants. The position will be based full-time, working at the Walnut Office.

The Administrative Assistant will maintain professionalism at all times with management and team members, as well as successful communication and positive relationship building.

Physical Requirements

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to communicate verbally and in writing, stand, walk, and sit. The noise level is usually quiet to moderate.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V