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Executive Services Administrator

Full Time
Posted 6 months ago
Posted: March 22nd, 2022
Salary : $18.00 - $22.00 / hourly
Email Job
(907) 826-3251
Contact Name: Gail Slentz

This job listing is no longer available.

Summary

The Executive Services Administrator will be in charge of shareholder relations, commercial property administration and facilitation of the Board of Directors.  Other duties will include:  coordination of annual meeting, executive support to President/GM and other duties as assigned.

Responsibilities

Shareholder Relations

  • Maintain files and records in the capacity of Stock Transfer Agent for shareholders of the corporation using the Shareholder Management System
  • Provide assistance to shareholders in all stock transfer and distribution related issues.
  • Assist in processing shareholder distributions as directed by BOD
  • Design and prepare the corporate annual report and coordinate the Annual Shaan Seet Shareholder meeting including: timeline, annual meeting notification and packet to shareholders, arrange meeting facility and online access, shareholder incentives, meal preparation, voter certification, necessary travel arrangements and record, compile and distribute meeting minutes
  • Create and maintain a procedure manual for shareholder paperwork and stock transfers
  • Assist with the management of ITF accounts
  • Produce quarterly newsletter

Commercial Property Administration

Trailer Park, Residential and Commercial Rentals

  • Establish new tenant files for trailer court tenants including all other required documents.
  • Coordination with Accounts Receivable to ensure proper documents are scanned electronically and new tenant files are set up on QB and Buildium.
  • Prepare and deliver Warning Notices and Notices to Quit as approved by General or Accounting/Office Managers. Ensure that all notices are recorded in both electronic and hard copy files.
  • Follow up on compliance after notices have been delivered in the timelines specified in the notice.
  • Work with Property Maintenance staff to keep Trailer Court and residential rentals clean & safe for all tenants.
  • Advertise and show available rentals and lots in Trailer Court.
  • Assist with new tenant move ins.
  • Facilitate move outs and closing out tenant accounts.
  • Facilitate communication with Property Maintenance staff on needed repairs and maintenance of all rentals.
  • Facilitate communications in the event of an emergency.

False Island Storage Yard:

  • Be the first responder to inquiries about space rental at the yard. Facilitate communication with the Property Maintenance staff for scheduling deliveries to and from the yard.
  • Establish new tenant files for storage yard customers. Deliver a copy of Property Information form to Accounts Receivable once completed and ensure new tenant files are set up on QB and Buildium.
  • When property is removed from the yard without notice, follow-up with tenant to determine situation. Communicate any billing changes to Accounts Receivable as soon as possible.
  • Follow up on notices from Property Maintenance staff for tenants in non-compliance with Rental Agreement. Prepare warning or repossession notices for approval as needed.  Deliver notices as directed.
  • Facilitate communications in the event of an emergency.
  • Maintain the condition and integrity of utilities on the property.

Board of Directors

  • Generate and maintain records for the BOD and President which include: meeting agenda and Board packets, attendance records, meeting minutes, resolutions and corporate and shareholder correspondence.
  • Attend all Board of Director and Committee meetings for the purpose of transcribing, compiling and distributing the official corporate minutes.
  • Provide assistance to the President, Board of Directors and General Manager in the preparation of proposals, reports, resolutions, data and research papers.
  • Perform other duties as requested by the Board of Directors, General Manager and President.

General Clerical Duties:

  • Compile, proofread and edit drafts of documents and reports, as requested.
  • Create and maintain filing system for corporate records including: all Board of Directors and shareholder records, corporate licenses/permits, company assets including real property and vehicles, operation manuals for office equipment.
  • Provide back-up support for accounts receivable and Admin Assistant as requested. discrepancies.
  • Assist in the upkeep of the Buildium management system.

Qualifications

  • High school degree minimum; additional degrees or certifications a plus
  • Must possess excellent “people” skills, including conflict resolution.
  • Excellent organizational and time management skills.
  • Successful work experience in shareholder relations, property management and/or Board facilitation a plus.
  • Previous experience in a supervisory position.
  • Strong working knowledge of office procedures and protocols
  • Proficiency with computer systems, including experience with office management software including Microsoft Office suite. Property management software and QuickBooks experience a plus.
  • Comfortable using all necessary office equipment, including phone systems, printers and fax machines
  • Excellent communication skills, written and verbal
  • Commitment to discretion and confidentiality concerning sensitive company, shareholder and tenant information
  • A proactive mindset, good problem-solving skills and the ability to multitask.
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