Administrative Assistant

Provide the following administrative duties for the property management team and Tulsa office: Communication, Organizational skills and Team support are crucial in this position. Front Desk/Receptionist – Front Office Point Person; Must possess a professional presence and telephone voice Sort and distribute mail on daily basis. Order and stock supplies, as needed. Excellent typing, grammatical, writing and proofing skills are required. Prepare and send correspondence (tenants, vendors, owners): insurance letters, delinquent letters. Maintain database for tenant insurance verification. Compare certificates to requirements in lease. Request updated information or certificates, as necessary. Update and record documentation in IMPAK or other software Call insurance companies to request new certificates as needed. Maintain and update all tenant lease files, including filing of correspondence and other information. Scan leases into Yardi and contracts to Sharepoint; update Sharepoint. Develop and maintain tenant rosters, vendor lists, insurance lists, HVAC lists, maintenance contracts, etc Take maintenance calls. Input Work Orders. Work with managers/tenants to resolve work orders/calls. Assist with any reporting requirements of the property owner, including compiling, assembling, supervision of the final product, copying, distributing and mailing. Coordinate special events and documents, i.e., fire drills, newsletters, tenant surveys, welcome packages. Gain knowledge of the tenants, location in each building, contact persons, the nature of their business, etc. Attend and complete required safety training Other Duties as Assigned.