Office Administrator Jobs

About You

You are a high achiever looking to thrive in a fast-paced environment. You take pride in your own work but are comfortable collaborating with a team of highly motivated individuals. You can communicate clearly and concisely with teammates and clients, and you enjoy strong company culture and camaraderie. You can navigate multiple corporate functions, including global lines of service and corporate centers of excellence. You possess strong interpersonal skills and are willing to take on diverse tasks to achieve the team’s common goal. You value personal and professional growth and are ready to take the next step in advancing your career.

If this sounds like you, well, then you will love the culture at Avison Young!

About Us

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization.

Real estate can have an enormous positive impact on people’s lives – and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people.

We care about each other and we have each other’s backs. This makes Avison Young a great place to be a client, and a great place to work. We support the whole person and their complete wellness – economic, mental and physical – because what’s best for our business comes from our people bringing their whole selves to work.

Of course we love it here, but outsiders think we’re pretty great too Avison Young was awarded the prestigious America’s Best Midsize Employers for 2022, presented by Forbes and Statista, Inc. We’re proud to be regularly recognized for our team, services and culture and our team members enjoy comprehensive compensation and benefit programs. Through our customized work options, we give our people the flexibility to create a work environment that puts their overall well-being first. After all, we are powered by people.

• To provide direct support to the property management team in our Rockville Office and assist tenant services on properties to be determined..
• Responsible for preparing vendor service contracts, preparing and updating lease abstracts, and obtaining vendor bids for special work and/or services.
• Assists with general administrative tasks as assigned including filing, answering phones, distribution of mail, and written correspondence especially to tenants, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors and tenants, and logging and dispatching tenant service calls.
• This position will also have some responsibility for general administrative, accounting, help desk, and event coordination functions as they pertain to tenants and operation of the building and main office.
• Other assigned duties may include backup for card key programming and data entry, coordination of fire safety meetings and drills, updating and maintaining emergency manuals, maintaining training records, and retention of forms and certificates, daily mail, office supplies, ordering uniforms.
• Acts as the first point of contact for tenant service calls, requests and issues. Directs tenant service requests to the appropriate staff or contract service for resolution including engineering, maintenance, cleaning, mechanical and vendors. Is responsible for issuing and obtaining approvals for tenant work order requests.
• Assists property management with day-to-day operation of the property in accordance with policies/procedures, management agreements, and client needs. Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, issuing and updating building pass list, and maintaining other records and files pertinent to tenants and vendors.
• Must diligently support and maintain good working relationships with tenants and vendors. Handles tenant move-ins and move outs and assists with the coordination of tenant events. Orients new tenants on building policies and procedures.
• Assists with general administrative tasks as assigned including filing, answering phones, distribution of mail, and written correspondence especially to tenants, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors and tenants, and logging and dispatching tenant service calls.

Education and Work Experience

• Prior experience working in the property management, commercial real estate, or financial services industries preferred.
• A high school diploma or a General Equivalency Diploma (GED). College or university credits or degree in applicable discipline preferred.
• A minimum of two (2) years of work experience in an administrative, accounting, or tenant services capacity

Knowledge, Skills and Abilities

• Understanding of general accounting and financing and experience with YARDI is a plus.
• Experience with data entry, basic reporting, filing, answering phones, scheduling, and communications is a must.
• Must be computer literate, including knowledge of word processing (Word), mail merge, scheduling (Outlook), spreadsheets (Excel) and other data base applications.
• Working knowledge of account payables, receivables, budgets, and expenditure control is also desired.
• Must be able to work independently, multi-task and to prioritize work requests.
• Must be proficient in communicating at all levels in both oral and written form and competent at preparing professional, comprehensive memorandums, letters, reports, documents, files, etc.

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

For those requiring assistance with disabilities, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!