Administrative Assistant Jobs

Prologis is the global leader in logistics real estate. We own, manage and develop high-quality properties in the world’s most vibrant centers of commerce, with over 1 billion square feet in 19 countries, over $200B of gross AUM. Some of the world’s largest brands (e.g., Amazon, BMW, DHL, FedEx, Pepsi) turn to us because they know an efficient supply chain will make their businesses run better, and a strategic relationship with Prologis will create a competitive advantage. As a top ranked U.S. company among the Global 100 Most Sustainable Corporations in the World, we take our global footprint seriously. Administrative Assistant

• Order and stock kitchen/breakroom/office supplies on a regular schedule and as needed. Track expenses against budget throughout the year.
• Ability to multi-task; prioritize and work with minimal supervision while managing competing deadlines.
• Maintain scheduling for all conference rooms on a daily basis as well as set up video conference calls.
• Upload and organize electronic documents to the DRS and BOX filing system.
• Organize office meetings, office lunches, holiday parties, and other office events to support positive team culture.
• Leads the completion and processing of expense forms for assigned staff. Tracks corporate credit card payment schedule and ensures timely processing and payment.
• Excellent written and verbal communication skills: ability to draft informative and succinct memos to the team and customers and coordinate events.
• Coordinates travel arrangements including air reservations, scheduling options, hotel reservations, car rental reservations. Develops travel itineraries to correspond with current schedules.
• Assist Leasing, Property Management, & Marketing Departments as needed
• Greet customers and visitors to the office and coordinate larger internal and external meetings.
• Willing to take on other duties as assigned
• Serve as liaison with IT to coordinate office upgrades and address technology issues. Ensure assigned office equipment is adequately maintained and secure. Contact appropriate department to report service issues. Assist in new employee hires with IT coordination.
• Schedule and organize meetings, conference calls and appointments for assigned team members. Prepares items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, meal orders, attendance confirmations, participating in/traveling to certain meetings as needed and interacting with attendees to address questions or issues on event.
• Exceed our customers’ expectations, participate in initiatives that improve our portfolio, and generate savings.
• Ability to process data and complete recurring processes.
• May maintain calendar of appointments for assigned staff or department. Schedules and organizes meetings, conference calls and appointments.
• Dedication to delivering exceptional customer and team experiences through proactive and responsive service.
• The ability to adapt to change and willingness to take on new company initiatives with the most positive attitude.
• Answer and direct all incoming calls from customers and vendors in a courteous manner, providing caller with general information and when necessary, directing callers to appropriate team members or voice mail.
• Assist with customer relation activities (appreciation events, renewal gifts, and customer surveys).
• Perceptive; anticipate customer and teammate needs to provide proactive solutions.
• Prepare and code invoices in PeopleSoft Financials database in a timely manner

• Meticulous attention to detail and accuracy.
• Ability to collaborate with operations, accounting, and leasing team members to complete various projects and assignments.
• Show tact, discretion, confidentiality and good judgment in handling sensitive and confidential matters and documentation.
• Ability to carry out specific oral and written instructions.
• Requires a High School Diploma or General Education Degree (GED) and related experience in administrative role or related field and/or training.
• Demonstrated ability to manage multiple projects and tasks daily with efficiency and accuracy.
• Ability to use computer software and web-based applications.
• Proficient knowledge of the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Positive, proactive work ethic and approach.
• Execute responsibilities with a sense of urgency and follow-through.
• Excellent customer service and interpersonal skills. Proven ability to communicate via email with customers, vendors, and the Prologis team.
• Ability to organize and prioritize work assignments to meet deadlines.

#LI-HB All job offers are contingent upon successful completion of drug screen and background verification. Prologis is an Equal Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religions, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law. Full time Columbia, Maryland