Administrative Assistant

at  Federal Realty Investment Trust

Overview:
Federal Realty is a proven leader in the ownership, operation, and redevelopment of high quality retail real estate in the country’s best markets. We believe we are one of the most innovative and dynamic real estate companies you can work for. Interested candidates who research Federal Realty hear a lot about the high-quality shopping centers and mixed use center in our portfolios and the well-respected real estate team at our core, it’s the smaller intangible things that can make working at Federal so satisfying. You see, while we’re one of the largest publicly traded real estate investment trusts in the country, as measured by the value of our shopping centers, we’re really a very small company by most standards and we try to operate that way. That means that team members with initiative and ability can get involved in many facets of our business over the years. I encourage you to look us up on LinkedIn and follow Federal Realty Investment Trust.
Federal Realty Investment Trust is currently sourcing for an experience Administrative Assistant to provide support to the Property Operations team for a portfolio of properties in Gainesville, Virginia. This position will report to the General Manager of the portfolio. Key responsibilities will be in supporting the efforts of the property management team for the retail and office tenants under the direction of the General Manager and the Property Manager.

Responsibilities:

• Assist the General Manager, Property Manager, and other Operations team members on a daily basis to ensure the goals and objectives of the center are achieved, all tenant obligations are met under the terms of the lease, and ensure tenant compliance with site regulations and policies.
• Assist with the direction and facilitation of merchant requests for facility, janitorial and security assistance.
• Field tenant, customer and construction comments and complaints, responding where necessary.
• Responsible for coding of AP invoices and check requests related to the portfolio.
• Enter work orders in the work orders (WOs) system as requested, audit/close out WOs upon completion.
• Assist in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances and expenses).
• Process monthly accruals as directed.
• Coordination of tenant moves (in and out) of leased premises within the center.
• Send out tenant open/close notifications including temp closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Schedule the frosting of windows and changing of space locks.
• Work with General Manager and Property Manager 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.
• Establish and maintain a professional working relationship with all tenants in the portfolio.
• Establish and maintain portfolio filing system.
• Assist General Manager and Property Manager with various projects and duties as assigned.
• Perform other duties as assigned

Qualifications:

• High School Diploma required, Bachelor’s Degree preferred
• 4-7 years’ providing administrative support to multiple managers
• Demonstrated attention to detail and solid organizational capabilities
• Proven characteristics of accurate and efficient data entry
• Excellent multi-tasking, time management, and problem solving skills
• Motivated, energetic team player
• Excellent communication skills, both verbal and written
• Excellent customer service and client services philosophy in all interactions
• Demonstrated ability to gather data, compile information, and prepare documents
• Outstanding proficiency in Microsoft Word, Excel, and Outlook
• Knowledge of JDE or property management software a plus

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, genetics, sexual orientation, or protected Veteran status.

• Assist the General Manager, Property Manager, and other Operations team members on a daily basis to ensure the goals and objectives of the center are achieved, all tenant obligations are met under the terms of the lease, and ensure tenant compliance with site regulations and policies.
• Assist with the direction and facilitation of merchant requests for facility, janitorial and security assistance.
• Field tenant, customer and construction comments and complaints, responding where necessary.
• Responsible for coding of AP invoices and check requests related to the portfolio.
• Enter work orders in the work orders (WOs) system as requested, audit/close out WOs upon completion.
• Assist in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances and expenses).
• Process monthly accruals as directed.
• Coordination of tenant moves (in and out) of leased premises within the center.
• Send out tenant open/close notifications including temp closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Schedule the frosting of windows and changing of space locks.
• Work with General Manager and Property Manager 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.
• Establish and maintain a professional working relationship with all tenants in the portfolio.
• Establish and maintain portfolio filing system.
• Assist General Manager and Property Manager with various projects and duties as assigned.
• Perform other duties as assigne