Administrative Assistant

Insight Global - Portland, OR

Full-time

Portland, OR

Administrative and Support Services

About the position

The Administrative Assistant plays a crucial role in supporting the day-to-day operations of the property by providing administrative assistance to various managers. This full-time, in-person position involves a range of tasks that ensure smooth communication and efficient management of property-related activities.

Responsibilities

• Perform customary administrative duties such as mail distribution, creating documents, copying, faxing, answering and directing calls, and maintaining electronic and paper files.
• Act as a liaison between tenants and property management, maintenance, HVAC, marketing, and housekeeping, distributing information via email or phone as needed.
• Assist the property Operations Manager, Marketing Manager, Maintenance Manager, and Security Team with tasks related to tenants.
• Provide Certificate of Insurance (COI) requirements for vendors, contractors, and tenants; verify insurance coverage upon receipt to ensure adequacy.
• Regularly update and maintain recordkeeping of tenant contact information and emergency contacts.
• Maintain and update storage inventory log and ensure that renewal proposals are sent out prior to expiration in partnership with specialty leasing.

Requirements

• High School diploma or equivalent.
• Minimum 5 years administrative experience.
• Experience in commercial real estate administration preferred.
• Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook.