Internal Operations - Internal Operations Assistant

Ensemble Investments is an entrepreneurial commercial real estate investment firm that specializes in the investment, development and management of hotel, multi-family, and life-science assets. Ensemble has a proven track record of investing with a variety of capital partners including institutional partners along with other high net worth private capital sources. Ensemble has tripled its AUM over the last 5 years to well over $2 billion and continues to expand rapidly with an active pipeline in excess of $3 billion.

STATUS: Non-Exempt, Full-Time, Onsite

Pay Rate: $25-26 per Hour

DESCRIPTION:

The Internal Operations Assistant supports an office comprised mostly of executive and property management staff. Manages multiple, deadline-oriented tasks in a fast-paced environment. Utilizes self-discipline, critical thinking skills and the ability to self-direct. Supports and aids in promoting new technology applications to others in the organization. Constantly look for common tasks to take care of for the executives and property manager. Exercises superb attention to detail. Adheres to high quality standards in all written and oral communications. Cooperates fully with instructions from management. Maintains ability to work independently and with others professionally, productively and cooperatively. Maintains familiarity with and follows all company policies and procedures.

DUTIES:

Include, but are not limited to, the following :

• Cover front desk duties’ Greet and assist guests (validating parking, providing beverages, etc.), distributing incoming mail, and acting as liaison for outbound and inbound delivery services.
• Manage conference rooms, including managing calendars, set-up for and clean up from meetings, set up and assist with troubleshooting technology as needed, etc.
• Maintain appearance and cleanliness of and stock of supplies for kitchen area, storage room, mail room, reception area, and conference rooms throughout the workday.
• Maintain all office equipment, conference room technical equipment, assisting other employees as needed.
• Understand and utilize all filing protocols and procedures.
• Assist with needs such as scanning/filing, scheduling, calendar maintenance, incoming mail, phone calls, preparing for meetings, etc., as requested.

• Assist with meetings as requested:  procure appropriate edibles and beverages, prepare agendas and/or reports, assist during meetings, prepare meeting minutes.
• Approve and research invoices for payment as directed.
• Assist with projects as needed.
• Assist with Concur Reporting
• Assist in the management of corporate social media
• Serve as a tenant service coordinator
• Assist in monthly hospitality filing
• Coordinate monthly lunches and monthly birthday celebrations

REQUIRED SKILLS:

Ability to compose, proofread, and edit correspondence. Organizational and clerical skills including basic math calculations and records maintenance. Ability to problem-solve and relate to clients, physicians, staff, tenants and the community in a flexible, service-oriented manner. Excellent communication skills (written, oral, telephone). Ability to listen to and accurately interpret instructions. A team player with the ability to adjust to changing situations and priorities. Ability to adapt to ever changing technology. Ability to keep oneself organized. Ability to hold confidence in confidential matters. Self-discipline, critical thinking skills and the ability to self-direct. Superb attention to detail. Adherence to high quality standards in all written and oral communications. Ability to work independently and with others professionally, productively and cooperatively. Familiarity with and following all company policies and procedures.

ADDITIONAL REQUIRED SKILLS:

Good working knowledge of Microsoft Word, Excel and Outlook, the Internet and Adobe Acrobat. Knowledge of Microsoft PowerPoint, Project, Access, and/or Yardi Accounting is helpful. Valid driver’s license and vehicle insurance required.

REQUIRED SKILL LEVELS:

• MS Word: Intermediate (formatting, mail merge, markup, etc.)
• MS Excel: Intermediate (formatting, formulas, etc.)
• MS Outlook: Advanced (contact management, meetings, task functions, etc.)
• Grammar & Written Communication: Advanced
• Oral Communication: Advanced
• Technology: Basic

EDUCATION:

High school diploma or equivalent required.