Job Description

EHC is currently looking for an Executive Administrative Support professional for a client in the south Houston, TX area.

Responsibilities & Functions:

Administrative:

• Responsible for all Mail disbursement and UPS/FedEx shipping
• Prepare and update agendas and meeting minutes for all department and company meetings
• Maintain executive calendar – assist with setting up meetings
• Scan and organize files/AP invoices/AP check copies/tenant cash receipts
• Collect/Open/Stamp Date In/Stamp for AP Coding
• Organize catering (if necessary) for bimonthly meetings and occasional events
• Maintain office supplies and administrative inventory
• Keep common area(s) clean and make sure coffee machine full/operable at all times
• Coordinate birthday cards, team events, and office get-togethers
• Perform notarization services, as needed
• Welcome and assist office guests and visitors
• Prepare, send, and track documents through DocuSign and certified mail
• Assist with travel bookings, including flights
• Process Concur expense submissions for the Owner

Construction/Facilities:

• Assist with permit expediting
• Coordinate vendor Master Purchase Agreement paperwork with Contracts Administration
• Set up vendors in Yardi (property management/accounting software)
• Assist furniture planning/acquiring/installing
• Organize and maintain files and large-scale prints (blueprints, construction drawings, surveys)
• Organize and maintain finish samples (carpet, paint, tile, etc.) in construction and property management offices
• Update COI's/Maintain Master Check list (construction/property management)
• Maintain and ensure insurance documentation for tenants
• Manage the property key management system

Other Departments:

• Set up annual expense reconciliation spreadsheets for accounting
• Collect/Scan W-9s for tenants
• Annual 1099 Reporting
• Fill in for Local Office employees when on vacation or other PTO
• Support web designer with website updates
• Assist with Social Media Posts (ability to design/create would be a great skill set)
• Support General Counsel, as requested, handling a wide variety of corporate matters with a focus in M&A transactions and real estate. This may include assisting with transaction closings (formations, dissolutions, and resolutions related to corporate maintenance) and due diligence (UCC and litigation searches, environmental, contract review)
• Support off-site businesses with marketing, meetings, website management, and communications
• Create marketing emails and flyers
• Create and distribute the company and Tenant newsletter, at least quarterly
• Perform miscellaneous personal errands and tasks, as requested

Skills Needed:

• Excellent customer service skills while maintaining the highest standards of professionalism
• Expert level computer skills especially with Microsoft Office Package (Outlook, Word, Excel, PowerPoint, SharePoint)
• Strong verbal and written communication skills
• Must identify as highly organized with the ability to multi-task and complete projects on time
• Advanced technology skills including content creation and website design. Preferred software expertise with Adobe Illustrator/Photoshop, Canva, WordPress, Concur, Yardi
• Experience using DocuSign preferred.