Administrative Assistant at Prologis

East Rutherford, New Jersey, United States

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Not SpecifiedCompensation

Entry Level & New GradExperience Level

Full TimeJob Type

UnknownVisa

Real Estate, LogisticsIndustries

Requirements

Administrative Assistant with 5+ years of relevant experience
Proficient in current systems - MS Office Suite, accounting/travel software, and Salesforce
Must be a team player that is proactive and takes initiative
Excellent multi-tasking skills with the ability to meet tight deadlines
Integrity and discretion in handling confidential information and professionalism in dealing with different levels of colleagues
Excellent communication skills, both written and verbal
Detail-oriented with strong planning, organizational and time-management skills
Ability to work well under pressure; can easily adapt to change
High school diploma or general education degree (GED); and related experience and/or training (preferred)
Experience in Commercial Real Estate (preferred)

Responsibilities

Answer and direct all incoming calls in a courteous manner, providing caller with general information, transcribing messages and when necessary, directing callers to appropriate staff or voicemail
Greet customers and visitors to the office and announce their presence to the appropriate person or department
Schedule all office and building management requests and work orders
Organize office lunches/holiday parties and other office events
Schedule and organize meetings, conference calls and appointments for assigned staff
Prepare and collect items in relation to meetings/presentations and events, including but not limited to, documents/materials, meal orders, and attendance confirmations/questions/issues
Coordinate travel arrangements
Manage/track office expenses against budget throughout the year
Assist Property Management, including but not limited to, quarterly billing, A/R follow-up & collections and direct communication
Manage and reconcile expense reports
Code and process invoices in PeopleSoft Financials database in a timely manner
Manage internal and external communications
Assist Property Management, Development & Marketing Departments as needed
Assist marketing with planning and managing broker events
Assist Property Management, including but not limited to work order entry, service contract execution, and special projects
Serve as office manager with responsibilities that include but not limited to – coordinating/ordering kitchen/office supplies, coordinating office coverage, arranging IT support for office equipment, coordinating repairs in partnership with property managers
Be willing to take on new projects as requested