Administrative Assistant

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Our client, a commercial real estate owner and operator located in One World Trade is looking for a Temporary Administrative Assistant to join their team. This position will start in late September and go on until about mid-late February. the role will be five days on-site and the hours are 9am-5pm. Compensation is up to $35/hr.

Responsibilities:

• Maintain and update the PO Tracker, and MWBE Tracker to ensure purchase orders and related documentation are accurately tracked and electronically filed.
• File and organize paid invoices and assist with invoice coding and other accounts payable-related administrative tasks as needed.
• Prepare the daily Population Count report reflecting tenant badge and swipe activity within the building.
• Maintain and update the building lobby list, tenant contact information, Tenant Contact Forms, and other building records.
• Process, organize, prepare, and distribute meeting minutes, reports, memoranda, service requests, purchase orders, contracts, and other internal and external documents.
• Receive, sort, distribute, and process incoming and outgoing mail.
• Monitor the shared Property Management inbox, respond to general inquiries when appropriate, and direct requests to the appropriate person or department.
• Answer incoming phone calls and assist callers or direct them to the appropriate contact.
• Update elevator screens and video wall content using Exterity and Elite systems based on materials provided by the Marketing team.
• Prepare and distribute tenant blast communications as needed.
• Maintain office supplies, consumables, and other general office materials.
• Field and prioritize incoming correspondence and administrative requests.
• Assist with special projects and other assignments as directed.
• Act as a liaison with internal departments, tenants, vendors, and other external contacts as necessary.
• Maintain discretion and confidentiality when handling sensitive information.
• Perform other duties assigned by the Property Management Office.

Qualifications:

• High School diploma or GED
• College Degree or relevant office administration program certification preferred
• 3+ years of administrative experience
• Ability to interact effectively with diverse groups
• Ability to work independently and in team settings
• Possess high level of attention to detail
• Effective oral and written communication.
• Maintains a professional demeanor
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint, Prism, DocuSign and VS3

A1472451NY-Temp_1787937094

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