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Management Assistant

SUMMARY
To support all management office functions and activities. Oversee the efficient maintenance and operation of the office. Maintain a high level of communication between and with all management and staff employees of the Center.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Open office daily at 8:30 a.m.
Answer all incoming phone calls in the absence of the receptionist
Assist the receptionist in the distribution of all voice mail messages, incoming mail and incoming faxes.
Maintain mail meter and postage.
Assist all customers and tenants that come to the office.
Maintain office and kitchen supplies.
Maintain and optimize all office equipment, computers, phones and supplies.
Responsible for setting up, maintaining and terminating employee email accounts and computer logins.
Daily monitoring of successful nightly server backups, and data retrieval from backups when needed.
Update and distribute employee phone/birthday list and phone contact wallet cards as required.
Responsible for tenant fax and copy service program including billing and collecting funds.
Maintain vending log and funds.
Responsible for maintaining accurate and complete tenant files, vendor files, payables, etc.
Assist with the roof access program including verification of vendor liability insurance requirements.
Prepare staff and safety meeting notes/minutes and distribution.
Prepare Miscellaneous Billing forms for tenant charge backs.
Prepare Tenant Activity Forms for opening and closing tenants & distribute to corporate office.
Prepare invoice vouchers including proper coding, copying all invoices and batching all invoices on a weekly basis to the corporate office for payment. Responsibilities to include obtaining Vendor W-9's and the preparation and submission of credit applications as needed.
Responsible for the monthly meter reading and billing of Chevron's water usage.
Prepare and submit the General Manager's expense reports to corporate.
Prepare checks from imprest to reimburse expense reports for remaining staff.
Assist the General Manager with payroll processing as needed including new employee set-up forms.
Responsible for Human Resources activities at the center to include:
Submit employee background checks to corporate.
Set up prospective employee drug testing program.
Responsible for the interpretation and completion of new hire documentation.
Prepare and maintain personnel files.
Maintain accurate and current employee bulletin boards.
Responsible for the monthly employee birthday celebration program.
Responsible for quarterly attendance award program.
Workers Comp program including quarterly reporting of claims to the VP Real Estate Operations.
Assist the General Manager with exit interviews when needed.
Responsible for ordering & maintaining uniforms for maintenance and custodial employees.
Maintain the Imprest account and checkbook, and prepare and process reimbursement requests.
Assist all departments as needed for center and staff events.
Perform special projects or other duties as assigned.

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