Administrative Assistant

Established in 1990, Owens Realty Services is a full-service commercial brokerage, investment, management, maintenance, housekeeping and environmental services company. Our comprehensive roster of services efficiently and economically manages the operation of sophisticated real estate investment portfolios, residential apartment and condominium complexes, government buildings, educational facilities, corporate campuses, high-profile venues and family entertainment parks in both the public and private sector. Owens Realty Services affiliates with significant industry associations to stay on the forefront of the development of new management models, marketing strategies, maintenance techniques and industry product lines. We integrate industry best practices to achieve the highest quality of service delivery for our clients.

With an emphasis on customized management plans, our services result in maintaining the maximum life cycles for critical capital investments, a healthy and clean environment for all building tenants and visitors, as well as substantial cost savings. Owens Realty Services saves our clients, on average, approximately $1.00 per square foot in operational cost savings.

Owens Realty Services portfolio includes over 25 million square feet of first class, high profile facilities in Connecticut, Florida, Georgia, Rhode Island, North Carolina, and New York with a value of more than $8 billion in real estate net worth and $30 million in gross annual revenue. With over 1,000 industry professionals company-wide, our organization continues to experience extraordinary growth attributed to our overwhelming commitment and dedication to the absolute best and most innovative services in the industry.

Our employees experience a dynamic and rewarding place to work. We have a reputation for outstanding customer service, professionalism, teamwork, and exceeding client expectations. We consider the employees of Owens Realty Services and Owens Facility Services to be one of our most valuable resources. Our employees treat others in a friendly and courteous manner and have respect for other employees, tenants, visitors and our clients property.

We look for employees who will:

• Strive for professional excellence in the performance of their jobs.
• Understand and support the company's direction.
• Provide superior service to our customers and employees.
• Be flexible, innovative, and responsible to change.
• Manage human and financial resources wisely.
• Be a team player, helping others to succeed.
• Encourage open communication throughout the company.
• Treat all individuals with dignity and respect.
• Have pride in and sell Owens Realty Services to others.
• Be energetic and excited about their field of work and of others around them.
• Be able to go above and beyond what is expected of them.
• Be involved and enveloped in the entire business of our company.

Pay rate: $21.00/hr

Weekly hours: Full-time, 40 hours a week

Schedule: Monday - Friday, 8:30 AM - 5 PM

SUMMARY:

As a core member of the team, the Administrative Assistant will be responsible for coordination of supportive services for the Site Manager and staff. As an Administrative Assistant, you will interact with professionals throughout the organization. In this role, you will report to the Site Manager.

RESPONSIBILITIES:

• Plan, direct and supervise office support services for the department, including organization of the office, ensuring efficient procedures, mail procedures, filing systems, invoice documentation, telephone, computers, and ensure that all systems are operational and records are up to date.
• Responsible for entering daily payroll notes via our Winteam system.
• Assists Site Manager to ensure department compliance of company policies and procedures.
• Maintenance of inventory with respect to office supplies and company forms, etc. for project team use.
• Assists with ordering custodial supplies.
• Assists with on-boarding process of new hires to include overseeing Core 6 safety training and collection of IDs and other necessary paperwork.
• Ensure employees are trained on the timeclocks.
• Acts as a liaison between the field and corporate office by complying with corporate requests.
• Responsible for ensuring all safety and corporate requested trainings are completed.
• Updates floor technician schedules and progress daily.
• Responsible for distributing work orders as they arrive; update, document, and close them out in the system in a timely manner.
• Adheres to a weekly work schedule.
• Prepares memos, notices, schedules, and correspondence for management.
• Professionally greets visitors, staff, vendors, and campus personnel.
• Maintains contact lists and communication boards.
• Assists with creating SOPs, signage, and procedural documents.
• Maintains supervisor calendars and meeting schedules.
• Maintains attendance records, call-out logs, and timekeeping data.
• Coordinates communication between supervisors and custodial staff.
• Additional duties as assigned.

KNOWLEDGE AND SKILLS:

• Must be able to maintain confidentiality and practice discretion at all times and in all areas.
• Must have excellent communication skills and customer service skills, including strong writing, speaking, and listening skills.
• Detail oriented with excellent organizational skills, able to multi-task and work in a fast-paced environment.
• Excellent computer skills and above average knowledge of office software packages to include but not limited to Microsoft Office, Excel and Word.
• Ability to operate standard office equipment such as copy machines, personal computers, scanners, and other office equipment.
• Solid attention to detail.
• Data entry skills for work order system.
• Confident positive attitude.
• Must be a team player.

REQUIREMENTS:

• High school diploma/GED required; college preferred.
• Minimum of 2 years of office experience.

About Owens Realty Services:

Established in 1990, Owens Realty Services is a full-service commercial brokerage, investment, management, maintenance, housekeeping and environmental services company. Our comprehensive roster of services efficiently and economically manages the operation of sophisticated real estate investment portfolios, residential apartment and condominium complexes, government buildings, educational facilities, corporate campuses, high-profile venues and family entertainment parks in both the public and private sector. Owens Realty Services affiliates with significant industry associations to stay on the forefront of the development of new management models, marketing strategies, maintenance techniques and industry product lines. We integrate industry best practices to achieve the highest quality of service delivery for our clients.With an emphasis on customized management plans, our services result in maintaining the maximum life cycles for critical capital investments, a healthy and clean environment for all building tenants and visitors, as well as substantial cost savings. Owens Realty Services saves our clients, on average, approximately $1.00 per square foot in operational cost savings.Owens Realty Services portfolio includes over 25 million square feet of first class, high profile facilities in Connecticut , Florida, North Carolina and New York with a value of more than $8 billion in real estate net worth and $30 million in gross annual revenue. With over 1,000 industry professionals company-wide, our organization continues to experience extraordinary growth attributed to our overwhelming commitment and dedication to the absolute best and most innovative services in the industry.