JL Properties, Inc.

Administrative Assistant

Anchorage, AK

Full-time

About This Job

Job Summary:

Employees occupying this role are responsible for overseeing and performing a variety of types of general administrative duties. The Administrative Assistant performs general administrative duties and office support activities for JL Properties, Inc. This role requires practical skills and knowledge in areas such as accounts payable, accounts receivable, communication skills, Microsoft Office and computers. Such duties include fielding telephone calls, receiving and directing visitors, word processing, as well as filing and faxing.

Distinguishing Characteristics:

The Administrative Assistant provides primary support to Management. The Administrative Assistant performs varied and highly skilled administrative duties that require thorough understanding of JL Properties’ managed assets. Employees in this position receive limited supervision thus requiring initiative, problem-solving skills, and independent judgment and will continually strives to increase working knowledge of the properties. The ideal Administrative Assistant conducts business in a manner that attracts and retains tenants by performing the general duties as well as the following position specific duties.

Job Duties and Essential Functions:

Accounts Payable:

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Manages vendor accounts to include reconciliation of charges and payments

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Receives and processes all invoices according to established procedure, including coding and submittal to Property Manager for approval

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Prepares checks for distribution to vendors according to established procedure Accounts Receivable:

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Processes all rent invoices

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Prepares all invoices for tenants for miscellaneous receivables

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Maintains files for invoices

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Processes bank deposits

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Assesses late fees and collect delinquent rent Daily & Weekly Duties:

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Prepares work orders, dispatches maintenance personnel, and follows-up on completion status

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Monitors and maintains Tenant Handbook to accommodate service requests and conference room reservations

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Updates Tenant Handbook webpage as needed

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Reconciles and maintains petty cash checking account

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Assembles orders for office supplies

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Maintains files including – lease, vendor and accounting files

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Updates and maintains tenant lists

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Maintains key logs for tenants and controls and tracks temporary keys and badges

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Drafts letters and documents as needed

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Generates monthly variance reports

Relations:

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Serves as the first line of communication between tenants and management

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Communicates clearly the needs of the property manager to contracted vendors, such as janitorial, security, etc.

Qualities:

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Professionalism

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Customer service oriented

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Ability to discern clients’ needs

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Ability to handle difficult situations with clients

Minimum Qualifications:

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High School diploma or equivalent

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Valid Driver’s License

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Able to be insured by company’s auto insurance

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Twelve months General Office or Customer Service experience

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Knowledge of basic mathematics, writing and reading comprehension skills

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Must possess excellent computer software skills, including Windows, Excel, Word, Outlook and web-based programs

Job Type: Full-time

Expected hours: 40 per week

Benefits:

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401(k)

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401(k) matching

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Dental insurance

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Flexible spending account

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Health insurance

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Life insurance

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Paid time off

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Vision insurance

Schedule:

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8 hour shift

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Monday to Friday

Ability to Commute:

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Anchorage, AK 99503 (Required)

Ability to Relocate:

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Anchorage, AK 99503: Relocate before starting work (Required)

Work Location: In person