Job Administrative Assistant, Property Operations
Federal Realty Investment Trust Re, Rockville, MD, United States
Administrative Assistant
Federal Realty Investment Trust is currently seeking an experienced Administrative Assistant to provide support to the Property Operations team for a portfolio of properties. This position will be based in North Bethesda, MD at Pike & Rose. Key responsibilities will be in supporting the efforts of the property management team for the retail and office tenants. Responsibilities include: Assisting the Operations team members on a daily basis to ensure the goals and objectives of the centers are achieved, all tenant obligations are met under the terms of the lease, and ensure tenant compliance with site regulations and policies. Assisting with the direction and facilitation of merchant requests for facility, janitorial and security assistance. Fielding tenant, customer and construction comments and complaints, responding where necessary. Responsible for coding of AP invoices and check requests related to the portfolio. Entering work orders in the work orders (WOs) system as requested, auditing/closing out WOs upon completion. Assisting in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances and expenses). Processing monthly accruals as directed. Coordinating tenant moves (in and out) of leased premises within the center. Preparing and distributing written correspondence, including letters, and maintaining accurate, up-to-date tenant contact lists. Sending out tenant open/close notifications including temp closures/openings, and subleases/assignments. Generating and distributing tenant notifications as required. Working with Property Managers in the preparation of contracts, including the preparation of vendor maintenance forms and change forms as needed along with scopes and vendor requests for quotes. Establishing and maintaining a professional working relationship with all tenants in the portfolio. Establishing and maintaining a portfolio filing system. Assisting Operations team with various projects and duties as assigned. Performing other duties as assigned. Qualifications include: High school diploma required; bachelor's degree preferred. 47 years of experience providing administrative support to multiple managers. Strong attention to detail and excellent organizational skills. Proven ability to perform accurate and efficient data entry. Strong multitasking, time management, and problem-solving skills. Self-motivated and collaborative team player. Excellent verbal and written communication skills. Strong customer service mindset with a commitment to professionalism in all interactions. Demonstrated ability to gather data, compile information, and prepare reports and documents. Advanced proficiency in Microsoft Word, Excel, and Outlook. Experience with JDE or property management software preferred. Federal Realty Investment Trust is an Equal Opportunity / Affirmative Action employer. Federal values a diverse workforce and is committed to providing equal employment and advancement opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, gender identity or expression, genetics, or protected Veteran status. Federal Realty Investment Trust does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Federal Realty Investment Trust and Federal Realty Investment Trust will not be obligated to pay a placement fee. If you are unable to submit your application online, please call 301-998-8100.
Federal Realty Investment Trust is currently seeking an experienced Administrative Assistant to provide support to the Property Operations team for a portfolio of properties. This position will be based in North Bethesda, MD at Pike & Rose. Key responsibilities will be in supporting the efforts of the property management team for the retail and office tenants. Responsibilities include: Assisting the Operations team members on a daily basis to ensure the goals and objectives of the centers are achieved, all tenant obligations are met under the terms of the lease, and ensure tenant compliance with site regulations and policies. Assisting with the direction and facilitation of merchant requests for facility, janitorial and security assistance. Fielding tenant, customer and construction comments and complaints, responding where necessary. Responsible for coding of AP invoices and check requests related to the portfolio. Entering work orders in the work orders (WOs) system as requested, auditing/closing out WOs upon completion. Assisting in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances and expenses). Processing monthly accruals as directed. Coordinating tenant moves (in and out) of leased premises within the center. Preparing and distributing written correspondence, including letters, and maintaining accurate, up-to-date tenant contact lists. Sending out tenant open/close notifications including temp closures/openings, and subleases/assignments. Generating and distributing tenant notifications as required. Working with Property Managers in the preparation of contracts, including the preparation of vendor maintenance forms and change forms as needed along with scopes and vendor requests for quotes. Establishing and maintaining a professional working relationship with all tenants in the portfolio. Establishing and maintaining a portfolio filing system. Assisting Operations team with various projects and duties as assigned. Performing other duties as assigned. Qualifications include: High school diploma required; bachelor's degree preferred. 47 years of experience providing administrative support to multiple managers. Strong attention to detail and excellent organizational skills. Proven ability to perform accurate and efficient data entry. Strong multitasking, time management, and problem-solving skills. Self-motivated and collaborative team player. Excellent verbal and written communication skills. Strong customer service mindset with a commitment to professionalism in all interactions. Demonstrated ability to gather data, compile information, and prepare reports and documents. Advanced proficiency in Microsoft Word, Excel, and Outlook. Experience with JDE or property management software preferred. Federal Realty Investment Trust is an Equal Opportunity / Affirmative Action employer. Federal values a diverse workforce and is committed to providing equal employment and advancement opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, gender identity or expression, genetics, or protected Veteran status. Federal Realty Investment Trust does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Federal Realty Investment Trust and Federal Realty Investment Trust will not be obligated to pay a placement fee. If you are unable to submit your application online, please call 301-998-8100.