Job Description
Administrative Assistant
100% onsite - Miami office
4-6mth contract (Maternity leave cover)
**Feb start**
Responsibilities:
- Complete the Move-In Checklist, prepare the Welcome book with the property manager, and assist with customer onboarding.
- Arrange for utility transfer upon customer move out or move in.
- Contact existing customers and vendors as necessary to receive current and correct proof of insurance coverage, HVAC maintenance contracts and emergency contact lists.
- Post monthly customer charges in YARDI and print out aging reports for property managers’ review.
- Review PeopleSoft coding prior to property managers’ approval.
- Review vendor monthly statements and request outstanding invoices for processing.
- Assist property managers with customer repair requests and coordinate with maintenance technician and vendors, as necessary.
- Assist with customer and employee relation activities (appreciation event, renewal gift, customer surveys, etc.).
- Coordinate all office management responsibilities (internal office supplies, team functions, etc).
- Manage all office vendors (janitorial, security, etc)
- Upload historical customer, vendor and property documents to the DRS.
- Schedule and organize meetings, conference calls and appointments.
- Prepare items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, meal orders, attendance confirmations, participating in/traveling to certain meetings as needed and interacting with attendees to address questions or issues on event.
- Coordinate travel arrangements including air reservations, scheduling options, hotel reservations, car rental reservations. Develops travel itineraries to correspond with current schedules.
- Lead the completion and processing of expense forms for assigned staff. Tracks corporate credit card payment schedule and ensures timely processing and payment.
- Assist in creation of department or group budgets and tracking expenses against budget throughout the year.
- Assist with vendor contract preparation via DocuSign and manage the completed documents.
- Maintain and organize electronic company folders
- Receive, direct and follow-up on incoming phone calls.
- Assist assigned staff on operational tasks and initiatives.
- All other administrative duties as assigned by the supervisor.
Background & Experience:
- High School Diploma or General Education Degree (GED) plus three years’ experience in administrative role or related field and/or training.
- Ability to carry out specific oral and written instructions.
- Meticulous attention to detail and accuracy.
- Execute responsibilities with a sense of urgency and follow-through.
- Ability to collaborate with operations, accounting and leasing team members to complete various projects and assignments.
- Excellent customer service and interpersonal skills. Proven ability to communicate via email with customers, vendors, and the Prologis team.
- Ability to use computer software and web-based applications.
- Proficient knowledge of the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook, Teams).
- Demonstrate ability to manage multiple projects and tasks daily with efficiency and accuracy.
- Ability to organize and prioritize work assignments to meet deadlines.
- Good record keeping of projects to assist assigned staff in scheduling and payment processing.
- Positive, proactive work ethic and approach.
- Show tact, discretion, confidentiality and good judgment in handling sensitive and confidential matters and documentation.
This position does require someone bilingual, Spanish & English.