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Administrative Assistant

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POST DATE 9/15/2016
END DATE 11/5/2016

Cushman & Wakefield, Inc. Evanston, IL

Company
Cushman & Wakefield, Inc.
Job Classification
Full Time
Company Ref #
R10103-1528
Location
Evanston, IL
Job Type
Regular
AJE Ref #
576178275

JOB DESCRIPTION

Job Title

Administrative Assistant

Job Description Summary

We are looking for an Administrative Assistant to assist the General Manager and Chief Engineer/Operations Manager in an Administrative capacity for an eighteen-story office building in Evanston. The hours of operation are from 8:00 a.m. till 5:00 p.m. Monday through Friday; COLLEGE EDUCATION REQUIRED.\n\nThe individual selected for this position will be a focused, independent worker,capable of managing multiple tasks concurrently, reprioritize and shift focus as necessary. The individual must be able to work effectively as a member of a team, must also possess above-average work ethics and discretion, and be detail oriented and assertive. The individual must have strong computer skills,i.e. be proficient in Word and Excel; knowledge of 360 and YardiSystems a plus; be able to type at least 50- 60 wpm; and have some experience with PowerPoint.

Job Description



Responsibilities



* Answer mai n switch board and fil e to keep record s up to date.

* I ssue work orders v i a 360 a n d follow u p w i th bui l d i ng staff to make sure work i s be i n g done I n a t i me l y manner

* T rack a ll work ord e rs a n d c l ose o u t a n d bill accord i n g l y u s i n g 360 and Yar di Software

* Review m o n t h l y Preve n tive M a i n tenance (PM) work o rders u s i ng 360 - fol l o w-up with staff to c l ose out

* M a i nta i n l ease a n d ve n dor fi l es - i n clu d es set up p rocess for new te na n t and v e nd o r fi l es i n accord a nce w i th p roperty filing syst em

* Prepare move- i n/out reco n c i l i at i on form for General Manager ' s approval to i nsert/r e move tena n ts from computer syste m

* Ma i n ta i n and track t e na n t and vendor cert i ficates of i nsura n ce and m i scella n eo u s f i l e s

* Ma i n ta i n and ass i g n sec u r i ty access cards - i ss u e secur i ty/access car d s for bu i l d i ng and park i ng access, per t enan t authori zations

* Pre p ares a n d/or or d er s i gnage for the b u i l d i n g a n d gara g e

* U pdate l i st i ngs, such as emergency contact s , tenant l i sts, m er g e doc u ments, i nteroffice phone l i st i ngs, etc

* Prepare and track proposals for vendor-work to tenants

* Sort and d i str i b u te office mai l

* Pr e pare b u il d i ng n ews l ett e rs

* Pl an tenant events

* C onfere n ce room scheduli n g, coord i nat i ng, a n d char g i ng of build i n g confere n ce rooms

* Ord e r office sup p l i es and ma i n t a i n copy/supp l y room

* Prepare a n d track s e rv i ce c o ntract s , s t o r age agre e m e nts, or ot h e r p e nd i n g i t e m s i ssued by General Manager

* Other d uties as assign ed

* M i n i mal Accou n t i n g Req u i r e m e n ts - Accounts Paya b l e , Purchase Orders, Etc. - code i nvo i ces a n d enter i nto Yard I

* Month-end processing an d billing of work orders i n 360 and Yard i Systems

* Assi st i n bud g et preparati on



Requirements



* Associates or Bachelors Degree Required.

* Minimum of 2+ years of prior office experience

* Or any similar combination of education and experience

* Proficiency with Microsoft Office Suite

* Excellent phone and organization skills

* Ability to set priorities, meet deadlines, and multitask

* Strong writing, editing, and proofreading skills

* Excellent verbal and written communication skills

* Proven record of providing excellent customer service, both internal and external

* Excellent interpersonal skills

* Excellent attendance and punctuality

* Professional appearance and decorum at all times

* The qualified candidate will be detail oriented, able to handle multiple projects simultaneously, extremely professional, and customer service oriented



Physical Requirements



* Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day

* May involve periods of standing, such as operating at a copier/fax/scanner

* Regularly required to talk, hear, and use hands and fingers to write and type

* Ability to speak clearly so others can understand you

* Ability to read and understand information and ideas presented orally and in writing

* Ability to communicate information and ideas in writing and orally so others will understand

* Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer displays



Cushman & Wakefield is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.



Cushman & Wakefield is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.