Administrative & Operations Support

The  Administrative & Operations Support position, know in our organization as Expeditor, is responsible for the smooth and efficient operation of the construction and maintenance scheduling and office functions for a downtown commercial real estate company that manages multi-city properties. This is a fast-paced position that keeps the work orders, supply deliveries and construction projects work moving. The ideal candidate can work independently with little supervision and must be organized, detail oriented and possess above average communication skills. Position is full-time in our corporate downtown office Monday-Friday 8:30am-5pm.

Requirements

The Expeditor’s responsibilities are as follows:

• Regularly communicate with the Property Managers and building superintendents to coordinate workflow, schedules, and status      updates
• Act as a primary point of contact for Tenants and sub-contractors
• Maintain all job folders within designated file structures
• Responsible for contacting subcontractors for documentation follow-up and tracking all project documentation on a tracking spreadsheet
• Run weekly reports and communicate with project team coordinates supplies needed for job site
• Order office supplies
• Answer multi-line phone
• Stamp outgoing mail
• Distribute mail
• Serves as backup for Columbus/Cincinnati Expeditor via email and phone
• Assist Accounting with the Coding, approving, and submitting invoices for payment
• Other staff projects as assigned which could include lead generation follow up calls as well as other duties.

This role interacts with internal team members, subcontractors, clients, and vendors. 

The Expeditor's Skills and Abilities should include:

• Ability to utilize software programs and assist the Operations Manager, Building Superintendents, and contractors with      administrative tasks such as document creation
• Organizational skills in order to juggle multiple projects with accuracy and timeliness
• Strong interpersonal skills, friendly and outgoing with an emphasis on customer service
• Adept at multi-tasking while remaining calm and poised under pressure
• Collaborate with the team and also independently to accomplish the tasks assigned

The Expeditor’s Education and Experience must consist of at least the following:

• High School Diploma or equivalent
• At least one year of related experience in a customer/client serving role, preferably in commercial maintenance or with a subcontractor
• Proficient in the use of technology and Microsoft Office; Excel, SmartSheets, Appfolio and Dropbox is a plus

If you are a self-starter individual who is willing to learn new skills and conquer new challenges while working with a dynamic team of seasoned professionals, this job is for you.