Administrative Assistant

Federal Realty Investment Trust; Bethesda (MD); On-site; USD 45,000 - 60,000; Full time

Job summary

A prominent real estate investment trust is seeking an experienced Administrative Assistant for its Property Operations team. The role, based in North Bethesda, MD, involves supporting property management efforts for retail and office tenants. Responsibilities include managing tenant relations, assisting with financial reporting, and maintaining filing systems. Ideal candidates will have 4-7 years of administrative experience, excellent organizational skills, and proficiency in Microsoft applications. This position offers opportunities to engage with various aspects of property operations.

Qualifications

• 4–7 years of experience providing administrative support to multiple managers.
• Proven ability to perform accurate and efficient data entry.
• Demonstrated ability to gather data, compile information, and prepare reports.

Responsibilities

• Assist operations team members to ensure goals and objectives are met.
• Field tenant comments and complaints, responding where necessary.
• Prepare and review financial reporting including annual budgets.

Skills

Attention to detail

Organizational skills

Multitasking

Problem-solving skills

Self-motivated

Customer service mindset

Communication skills

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

JDE or property management software

Job description

Administrative Assistant, Property Operations

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 seeking an experienced Administrative Assistant to provide support to the Property Operations team for a portfolio of properties. This position will be based in North Bethesda, MD at Pike & Rose. Key responsibilities will be in supporting the efforts of the property management team for the retail and office tenants.

Responsibilities

• Assist the Operations team members on a daily basis to ensure the goals and objectives of the centers 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.
• Coordinate tenant moves (in and out) of leased premises within the center.
• Prepare and distribute written correspondence, including letters, and maintain accurate, up-to-date tenant contact lists.
• Send out tenant open/close notifications including temp closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Work with Property Managers 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 Operations team with various projects and duties as assigned.
• Perform other duties as assigned.

Qualifications

• High school diploma required; bachelor’s degree preferred
• 4–7 years of experience providing administrative support to multiple managers
• Strong attention to detail and excellent organizational skills
• Proven ability to perform accurate and efficient data entry
• Strong multitasking, time management, and problem-solving skills
• Self-motivated and collaborative team player
• Excellent verbal and written communication skills
• Strong customer service mindset with a commitment to professionalism in all interactions
• Demonstrated ability to gather data, compile information, and prepare reports and documents
• Advanced proficiency in Microsoft Word, Excel, and Outlook
• Experience with JDE or property management software preferred

Federal Realty Investment Trust is an Equal Opportunity / Affiliation 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, gender identity or expression, genetics, or protected Veteran status.

Federal Realty Investment Trust does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Federal Realty Investment Trust and Federal Realty Investment Trust will not be obligated to pay a placement fee.

If you are unable to submit your application online, please call 301-998-8100.