Building Management Admin Assistant

EBASIC PURPOSE
To provide administrative and project related support for the management and designated staff of the Property Management and Facilities department.
PRIMARY RESPONSIBILITIES
1. Monitors all contractor certificates of insurance to ensure the certificates follow Bank policy and have correct coverage terms and proper coverage amounts for both Property Management and Bank facility contractors.
2. Provides administrative support for Property and Operations Manager and provides backup for Property Management staff.
3. Administers non contract purchase order requisitioning for Property Management and Bank facility purchases.
4. Performs petty cash counts, prepares journal voucher, and replenishes petty cash fund.
5. Performs monthly facility inspections of all areas at main Bank building, Disaster Recovery site, and facility storage site and submits list of items needing attention to Facilities Assistant for work order processing.
6. Responsible for maintaining current spreadsheet for fax machines and their supplies, copiers and their supplies, and vending equipment. Also responsible for placing service calls for all such equipment and monitoring the prompt completion of these service calls.
7. Monitors department office supply inventory and places orders as approved by manager.
8. Monitors the printer and fax toner cartridge inventory and the break room coffee inventories and is responsible for placing orders as needed to keep inventory at approved levels.
9. Assists with desktop publishing for Property Management projects.
10. Performs additional duties as assigned.
JOB REQUIREMENTS
1. High school diploma required. Coursework in basic college accounting preferred.
2. 3+ years working in an administrative, clerical, or office management role. ( Experience working in Facilities or Property Management department and with contractor insurance requirements and certificates of insurance preferred.)
3. Must have intermediate Microsoft Word and Excel skills.
4. Must be detailed-oriented and able to manage multiple priorities.
5. Must have excellent customer service skills and able to communicate and interact with different levels of customers.
6. Must be highly self-motivated, flexible and a team player.
nter job description

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