Manager Administrative Assistant

Location:

Miami, FL

Posted:

January 14, 2019

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HAZEL M. ARNAVAT

**** ** ** ****** • Miami, Florida 33145

********@*****.*** • 305-***-****

SUMMARY OF QUALIFICATIONS

Assistant Property Manager, Property Administrator and Administrative Assistant for property management company. Extensive knowledge of accounts receivables and payables plus the coordination, planning, and support of daily operational and administrative functions of an office. Proficient in Yardi, MRI and SharePoint. Fully bilingual in English/Spanish. PROFESSIONAL EXPERIENCE

Stiles Property Management 09/10/2018 – 12/28/2018 Administrative Assistant – Provide assistance to the Property Manager and in all administrative aspects of building management including A/P, A/R, typing, filing, telephone coverage, report completion and projects as assigned. Serves as liaison between property, regional and corporate office, vendors and tenants.

• Answer all incoming calls. Insures that phones are tended to between 8am and 5pm. Determine urgency and respond to all inquiries/requests promptly. Prepare work orders requests and dispatch them promptly for resolution by the appropriate party. Track completion and follow up of work orders.

• Greet all visitors in a professional manner. Offer visitors refreshments. Maintain reception desk, reception area, kitchen, copy room and conference room neat and organized.

• Open, stamp and sort all incoming mail and distribute accordingly. Coordinate maintenance service calls for all office equipment. Initiate communication to tenants regarding all building activities. Supply security with the proper notification of upcoming events that require their involvement.

• Coordinate tenant functions and holiday decorations. Order tenant signage and update lobby web directory.

• Prepare monthly tenant statements to include credits, write-offs, and miscellaneous billings and forward copies of all invoices to the accountant in charge of the property promptly. Code all including invoices and submit to the Assistant Property Manager for processing.

• Ensure that all tenant and vendor certificate of insurance are update and filed in accordance with Stiles Management standards. Send reminder letters and make the appropriate phone calls to obtain current certificates.

• Provide assistance to the Property Manager in preparation of budget and business plan as necessary.

• Maintain all property management files (lease files, a/p files, construction files, and vendor files. Also maintain building access card system data base in a current and organized fashion.

• Perform administrative duties as required for the Property Manager. 2

• Other projects and duties as assigned by the Property Manager, Senior Engineer and Regional Corporate offices.

Transwestern Commercial Services- 07/02/2018 – 08/31/2018 Assistant Property Manager

• Assist with the activities associated with a property or group of properties as well as all lease administration duties.

• Conduct initial collection calls and track follow-up,

• Supervise vendors (landscaping, janitorial, etc.) and maintenance staff. Contract services, including day porter/janitorial, window cleaning, landscape maintenance, security, parking, metal refinishing, etc.

• Perform regular property inspections and complete inspection reports.

• Assist with the development of operating and capital budget and assist in the preparation of monthly reports for owners (including variance reports, executive summaries, stacking plans and aging reports).

• Work with the Property Manager to coordinate tenant improvement and capital projects.

• Interface with tenants and vendors in daily operations of the building.

• Represent and communicate clearly and accurately, in person, over the phone, and in writing the authority of the Property Manager based on legal agreements in effect and TW policies.

• Initiate and execute day-to-day operational procedures which include: Safety, Risk Management, efficiency and TW quality standards. Financial, personnel and administrative duties/functions. Management administration, analysis, review and feedback to owners and TW. Filing hard copy and computer files – keeping them current and in the approved format. Contract and interaction with engineers, security, and housekeeping/janitorial. Tenant move-ins and move outs. Maintenance programs for property interior and exterior, as well as mechanical systems, build-outs and renovations. Screen, hire, supervise and train staff as required, which may include: receptionist, administrative associate, assistant property manager II, chief building engineer (and engineering staff), day porters, security guards, etc.

• Work with the Property Manager in order to initiate, contract and administer all necessary services to maintain and enhance the value, the operating efficiency, and the physical appearance of the property including:

• Contract services, including day porter/janitorial, window cleaning, landscape maintenance security, parking, metal refinishing, HVAC etc.

• Contracting and monitoring qualified contractors and trades people needed for projects or tenant construction and remodeling.

• Maintaining current certificates of insurance on all contractors.

• Prepare all Service Agreements, Construction Agreements and Work Authorizations documents (addendum’s, amendments and Contract Approval forms).

• Track and maintain Energy Star benchmarking data so information is current and accurate.

• Worked on certifying the building LEED.

• Professionally represent TW while adhering to the terms and conditions of the management agreement.

• Accurately, on a timely basis, communicate with the Property Manager to ensure the owner’s needs and requirements are met.

• Maintain ongoing tenant contact/relations programs to constantly assess needs and help assure the problems are being resolved and are to the satisfaction of the tenants and owners.

• Respond positively and promptly to all tenant requests and lease inquiries and resolve problems to the mutual benefit of the tenant and the owner.

• Implement and monitor tenant needs assessments.

• Administer all leases to assure compliance with provisions/agreement. Determine and execute on timely basis escalations, reconciliations, and rent collections.

• Maintain current certificates of insurance for all tenants; ensure coverage complies with lease requirements.

• Administer all leases assuring compliance with provisions/agreements.

• In conjunction with the Property Manager, assist with the development/administration of property business plan with capital and operating budgets.

• Manage the property within parameters of the budgets and the business plan.

• Communicate clearly and on a timely basis with the accounting personnel using and/or providing the appropriate documentation.

• Manage and coordinate day-to-day financial transactions including:

• Accounts receivable which includes posting cash receipts, tenant bill backs, AR status reports, etc.

• Accounts payable (taking advantage of all available discounts) which include coding invoices, posting AP reports and vendor onboarding.

• Collection of rents, miscellaneous income, and charges.

• Accurate and up-to-date maintenance of required financial records and files.

• Maintain a current assessment of property management procedures through the initiation, administration, and reporting of management’s analysis.

• Assist the Property Manager in initiation and distribution of timely reports to owners on financial, marketing and maintenance information.

• Personnel Administration/Training. Coordinate training activities through the Property Manager for self and other staff as required.

• Maintain compliance with all TW personnel policies and procedures. Transwestern Commercial Services– 11/05/2015 – 07/01/2018 Administrative Associate to Property Manager

• Responsible for working directly with the Property Manager in performing clerical and administrative assignments for the assigned property/projects. Provide full administrative support including phone support, typing reports, filing and distribution of correspondence. Schedule and coordinate meetings/special events as requested.

• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc. Prepare and coordinate bid proposals, service contracts and approved invoices. Maintain lease and property files. Track and file HVAC contracts and insurance certificates. Maintain follow-up system for expiration. 4

• Promote and foster positive relationships with tenants and owners. Assist with monthly and quarterly management reports as well annual budget preparation.

• Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required. Prepare financial spreadsheets. Sort and distribute daily correspondence. Order and maintain adequate stock of office supplies.

• Report preparation for: Lease summaries; commission requests, analysis spreadsheets; marketing reports, leasing activity reports.

• Greet tenants, prospective tenants, vendors and guests. Show space to prospective tenants

(if you have a real estate license). Take and convey messages.

• Order tenant door plaques and directory strips; Maintain property signage. Prepare and distribute tenant move-in and move-out packages; order tenant gifts as needed. Invoice tenant rebills (meter reading, HVAC etc.). Maintain tenant contact, vendor contact list and insurance information.

Office Team – Robert Half Personnel 11/25/2014 – 11/04/2015 Administrative Assistant to Property Manager – Transwestern Commercial Services

• Promote and foster positive relationships with tenants and owners. Assist with monthly and quarterly management reports as well annual budget preparation.

• Report preparation for: Lease summaries; commission requests, analysis spreadsheets; marketing reports, leasing activity reports.

• Greet tenants, prospective tenants, vendors and guests. Show space to prospective tenants

(if you have a real estate license). Take and convey messages.

Casa Grove Properties, LLC – Coral Gables, Florida 01/2013 – 04/2014 Property Manager/Accounting

• Responsible for the management of two apartment complexes with a total of 79 units

• Screening applicants, running credit checks, approving applications and executing leases

• A/P and A/R for 4 different entities.

• Help tenants with maintenance issues. Worked closely with the maintenance manager to ensure that any and all maintenance issues were resolved in a timely manner. 5

• Report to upper management and main corporate house located in Colombia of all the vacancies and rentals on a weekly basis.

• Handled all internal office matters for the Manager of the office. Jones Lang LaSalle – Coral Gables, Florida 08/2011 – 12/2012 Property Administrator/Administrative Assistant

Jones Lang LaSalle took over the management services of the building at 2600 Douglas Road when Turnberry Associates did not renew their contract. Job responsibilities are the same as those listed below.

Turnberry Associates – Coral Gables, Florida 01/2011 – 07/2011 Administrative Assistant/Building Receptionist

• Responsible for the smooth flow of work for this property currently under receivership in conjunction with the Property Manager.

• Answer calls and distribute messages accordingly (Manager, Chief Engineer)

• Contact tenants when rent is past due. Collect invoice and timesheets from employees to process on a bi-weekly basis.

• Program and distribute parking garage access cards to new and current Tenants. Order supplies. Pick up and distribute mail accordingly.

• Make deposits. Process A/P. Keep updated record of tenant and vendor certificates of liability.

• Update reports reflecting current tenant occupancy, parking garage occupancy and vacant leasable space. Update daily rent roll. Collaborate with leasing department on prospective clients.

Olympus Managed Health Care – Miami, Florida 09/2007 to 02/2010 Executive Assistant/HR/Office Manager

• Bilingual Administrative support to Senior Management, meeting organization, memos, reports, confidential correspondence, filing and research. Handle highly confidential information. Handles multiple projects and prepares and monitors invoices and expense reports.

• Responsible for the maintenance of office equipment and supplies. Optimize office expenses control by developing procedure for purchases and price research. Responsible for office & marketing stationery and publications.

• Travel arrangements, conference organization and building management liaison.

• Interaction with managers from all departments

• Establish and enforce security procedures. Coordinate visitors to the office.

• Organization of company’s events & activities. HR Representative – Liaison with HR Company

Restaurant Services, Inc. – Coral Gables, Florida 12/2005 to 4/2007 Administrative Assistant

• Administrative support to Chief Financial Officer and Senior Director of Business Analysis and Promotions Planning and staff of 10.

• Comprise weekly commodity reports and statistical charts for RSI website.

• Create daily comparative sales reports for distribution to the Board of Directors.

• Organize meetings and coordinate calendars for BAPP Managers and CFO.

• Update Marketing Calendar with new promotions and advertisements.

• Update monthly executive report for President of RSI. Temporary Position – Nason & Nason, CareerXchange, Hastings & Hastings 8/2004 to 12/2005 Strategica Group, Miami, Florida 8/2003 to 8/2004

Executive Administrative Assistant/Office Manager

• Executive support to Chairman and CEO, Vice President and four Managing Partners. Maintained calendars, travel arrangements and processing of expense reports. Office manager’s responsibilities included bank reconciliation, supervision of office receptionist, and overseeing lease and/or maintenance of office equipment, including phone system. Coordinated maintenance and repair of office technology equipment, including computers, copy machine and binding machines. Coordinated purchase of office equipment. Pollo Operations – Miami, Florida 10/2000 to 3/2003 Executive Administrative Assistant

• Executive support to VP and Chief Financial Officer, Controller, IT Director and Accounting Manager. Maintained calendar, travel arrangements and processing of expense reports. Other responsibilities included attending to Board Member, Corporate and Sister Company member’s needs, which included clerical assistance, travel and dinner arrangements. Also, responsible for updating a monthly and quarterly report submitted to upper management dealing with various financial projections and statistics. Back up support for the President of the company as needed. Maintained records of confidential information. In charge of petty cash, gift certificates and deposits for the Corporation. Norwegian Cruise Line – Miami, Florida 8/1990 to 4/1999 Executive Administrative Assistant/Claims Secretary/Luggage Claims Coordinator

• Support to Director and Manager of Customer Relations. Assisted department personnel on day-to-day department functions. Secretary to Director of Sales Planning and Administration, as well as back up secretary to Vice President of Sales. Duties as luggage claims coordinator included resolving luggage and personal property claims in a timely manner within company guidelines.

LICENSE:

State of Florida Notary

REFERENCES AVAILABLE UPON REQUEST.

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