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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