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Administrative Assistant in Sandy, UT at Larry H. Miller Management Company/Automotive Division

Date Posted: 4/1/2019

Job Snapshot

Job Description





Summary Description:

Under limited supervision, provide advanced administrative and clerical support in an assigned area to ensure the smooth operation of the area. This position will support multiple individuals.



Primary Duties/Responsibilities:


* Field service calls and input requests into building management software system.
* Ensure assigned tasks are completed in a timely manner.
* Serve as the administrative support to assigned team members by coordinating, facilitating, recording and communicating their individual, group and company-wide activities.
* Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate of general information to callers.
* Coordinate special activities and liaison functions for assigned team members such as travel arrangements, meetings, interviews and conference calls.
* As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts and tables.
* Manage, organize and distribute record drawings and specification binders.
* Assist in preparing presentations.
* Establish and maintain appropriate filing systems, both manual and electronic. May generate confidential files and reports.
* Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
* Create, update and maintain departmental databases when appropriate.
* Complete special projects to support assigned area.
* Prepare and process expense reports.
* Prepare both internal and external mail. This includes special handling packages, internal/external mailings and mailing lists. Also distribute mail and faxes as needed.
* All other duties as assigned.



Experience:


* Two years of experience in an administrative role in a professional office environment. Prefer Property management or real estate experience.

Education:


* HS Diploma required and Bachelors degree preferred.



Skills:


* Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction and
style.
* Demonstrate strong initiative and customer service orientation.
* Interact with employees, visitors and vendors with poise and diplomacy.
* Interpret instructions in written, oral, and diagrammatic or schedule form.
* Ability to manage and prioritize multiple tasks while meeting deadlines.
* Ability to make comparisons between sets of data identifying trends in data, drawing conclusions and suggesting solutions.
* Demonstrate sound judgment and make independent decisions in routine situations.
* Advanced proficiency in Microsoft Office software, specifically Word, Excel and PowerPoint.
* Type a minimum 60-WPM with accuracy.
* Ability to perform business related mathematical calculations.
* Communicate effectively both verbally and written.
* Demonstrate strong attention to detail and proofreading abilities.
* Ability to work in a team environment.
* Maintain strict confidentiality.



Physical abilities/Working Conditions:


* Work indoors approximately 99% of the time and outdoors 1% of the time.
* Operate personal computer and other office equipment.
* Ability to lift up to 25lbs.
* Work overtime as business needs deem appropriate.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled