Administrative Assistant
Prologis

Job Info

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Prologis is the global leader in logistics real estate. We own, manage and develop high-quality properties in the world's most vibrant centers of commerce, approximately 990 million square feet in 19 countries. Some of the world's largest brands (e.g., Amazon, BMW, DHL, FedEx, Pepsi) turn to us because they know an efficient supply chain will make their businesses run better, and a strategic relationship with Prologis will create competitive advantage.As the top ranked U.S. company and sixth overall among the Global 100 Most Sustainable Corporations in the World, we take our global footprint seriously.

Job Title:
Administrative Assistant

Company:

Prologis

Prologis is seeking a professional Administrative Assistant for our Manhattan, New York office. This position will support multiple managers / team members with a focus on Property Management and be the face of the office as the receptionist. The service goal is absolute customer satisfaction, requiring a flexible people person and team player.

Position Responsibilities:

• Answer and direct all incoming calls in a courteous manner, providing caller with general information, transcribing messages and when necessary directing callers to appropriate staff or voice mail
• Greet customers and visitors to the office and announce their presence to the appropriate person or department
• Provide support through copying, faxing and mailing (send, review and distribute). Schedule all pick-ups and deliveries for courier service.
• Order and stock kitchen/breakroom/office supplies on a regular schedule and as needed. Track expenses against budget throughout the year.
• Organize office meetings, office lunches/holiday parties, and other office events
• Schedule and organize meetings, conference calls and appointments for assigned staff.Prepare items in relation to meetings and events, including but not limited to, documents/materials, meal orders, and attendance confirmations/questions/issues.
• Maintain scheduling for all conference rooms on a daily basis as well as set up video conference calls
• Lead the completion and processing of expense forms while tracking corporate credit card to ensure timely processing and payment for assigned staff. Assist in booking travel for assigned staff.
• Schedule all Manhattan office and building management requests and work orders
• Serve as liaison with IT to coordinate office upgrades and address technology issues. Ensure assigned office equipment is adequately maintained and secure. Contact appropriate department to report service issues. Assist in new employee hire IT coordination.
• Work closely with other support staff in New Jersey and JFK Offices through cross-training and backup support
• Assist Property Management, Capital Deployment & Private Capital Raising as needed
• Prepare and code invoices in PeopleSoft Financials database in a timely manner
• Assist Property Management, including but not limited to, quarterly billing, A/R follow-up & collections and direct communication
• Willing to take on other duties as assigned

Essential Skills & Experience:

• High school diploma or general education degree (GED); and related experience and/or training
• Real estate Administrative Assistant experience preferred with the desire to grow
• Demonstrates ability and success in a fast-paced environment with changing priorities
• Possesses excellent proofreading, writing and grammar skills as well as attention to detail and accuracy
• Ability to use computer software and web-based applications
• Ability to carry out specific oral and written instructions
• Excellent customer service and interpersonal skills. Proven ability to communicate via email with customers, vendors, and the Prologis team.
• Ability to manage multiple projects and tasks daily with efficiency and accuracy. Ability to organize and prioritize work assignments to meet deadlines. Execute responsibilities with a sense of urgency and follow-through.
• Positive, proactive work ethic and approach

• Preferred Skills & Experience: Yardi, Peoplesoft, BOX, MS Office Suite (e.g., Word, Excel, PowerPoint, Outlook), Adobe Suite

All full-time roles in the US come with a robust benefits package which includes healthcare, dental, and vision insurance for employees and eligible dependents. Prologis also offers several other wellness, financial, and work/lifestyle-specific benefits. Our 401(k) retirement plan has a company match of 50% up to 12% of eligible compensation. We also offer generous PTO with a starting accrual of 22 days a year in addition to paid holidays and volunteer time.

#LI-HB

People First

Each of us working at Prologis plays an essential role in the enduring success of our company. We value people who are decisive, courageous and adaptable. While we are one company, locations and departments operate with autonomy and accountability. Individuals take the initiative here.

When you join Prologis, you work shoulder to shoulder with some of the top talent in the industry to do the best work of your career. Every employee belongs. Every employee contributes. Employees advance their careers here.

As a successful global enterprise, Prologis has never lost sight of what matters most, our strong belief that our people are the most important part of our business. And because of that, we provide a generous total rewards package and take a lot of time to focus on quality management and leadership development. People come first here.

All job offers are contingent upon successful completion of drug screen and background verification. Prologis is an Equal Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religions, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law.

Employment Type:
Full time

Location:
New York, New York

Additional Locations:

As a condition to the commencement of your employment, Prologis requires proof of full vaccination against COVID-19. You are considered fully vaccinated two (2) weeks after your second dose in a two-dose series, such as the Pfizer or Moderna vaccines, or two (2) weeks after a single-dose vaccine, such as the Johnson & Johnson vaccine.In addition, due to how highly transmittable the Omicron variant is, we are now requiring all employees to get a vaccine booster when eligible. Prologis will consider requests for a reasonable accommodation as to the vaccination requirement on the basis of a disability or sincerely-held religious belief in accordance with applicable law.

This job has expired.