Job Description

JOB

Provide assistance in all administrative aspects of facility management administration and reporting while also covering the reception desk. Responsible for responding to tenant/customer service requests serving a portfolio of corporate properties. Compile, and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual. Analysis and determination of information requests and follow-up.

ESSENTIAL DUTIES

• Assist with coordinating meetings and setting up catering for meetings.

• Coordinate with Facility team in property-related documents administration - letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics. Ensure timeliness and accuracy of documents.

• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow up with tenant and/or property manager as required.

• Perform standard receptionist duties including greeting visitors, answering calls and general inquiries. Register visitors and obtain badges for new hires.

• Compile information, prepare and update reports or process other documents as required: Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.

• Prepare and review vendor invoices. Date stamp, code/process for Facility Manager review/approval and enter into the accounting system.

• Oversee copying and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.

• May perform other duties as assigned.

SKILLS, EDUCATIONANDEXPERIENCE

• High School diploma or General Education Degree (GED) required

• Proficient in MS Word, MS Excel, E-Mail.

• Ability to work independently with minimal supervision.

• Flexibility to handle changing priorities and projects.

• Ability to prioritize workload with an attention to detail and willingness to complete projects in a timely and efficient manner.

• Strong business vocabulary, grammar, and effective communication skills.

• Discretion regarding personnel and industry-related matters.

• Excellent interpersonal skills and outgoing personality.

• Attention to detail.

Salary Range Language:

The expected rate for this position ranges from $29.81 to $31.25 hourly. The actual hourly rate will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to the hourly rate and a competitive benefits package (including health, vision, and dental insurance, paid time off and a 401(k) retirement plan with employer matching), this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

Working Conditions: Normal working conditions with the absence of disagreeable elements.

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.