Administrative & Real Estate Assistant
Full-Time | In-Person | York, PA
WHO WE ARE:
Join a growing company that invests in its employees with competitive wages, training opportunities, team events, an onsite gym, workout classes, and walking paths for that mid-day break. Kinsley Properties knows its greatest asset is its employees, who deliver outstanding service daily! If this sounds like the type of company you want to work for, then please keep reading regarding the newest opportunity to join our team in York, Pennsylvania.
pOSITION oVERVIEW:
The Administrative & Real Estate Assistant plays a pivotal role in the seamless functioning of our corporate office, encompassing responsibilities in both reception and mailroom management. This includes warmly welcoming visitors, efficiently handling incoming shipments, and overseeing outgoing mail. Moreover, this position holds an important role in the operational excellence of Kinsley Properties’ real estate business, with a special emphasis on leasing and marketing endeavors. Additionally, there is a key role in providing support to the executive team, with a focus on marketing and real estate. The ability to exercise independent judgement and discretion at all times is paramount for achieving success in the dynamic position.
TYPICAL RESPONSIBILITES/eSSENTIAL fUNCTIONS:
- Manages all office administration functions for the Kinsley Properties real estate business and executive team with a focus on responsibilities supporting the company President.
- Schedules real estate showings and meetings.
- Orders, prints, and assembles marketing materials for meetings and showings.
- Manages the budget for Kinsley Properties’ marketing materials and office supplies, ensuring supplies are always stocked, and approves corresponding supply invoices.
- Oversees company apparel program to include price negotiations with vendors, ordering, and distributing.
- Assists with marketing efforts by assembling final marketing brochures and marketing analysis reports, as well as inputting property information and creating new spreadsheets to track information.
- Coordinates with our outside marketing firm to have the company website updated with any changes to the portfolio (i.e., new spaces come online, old spaces get leased, etc.) or other website updates.
- Monitors and updates Costar when needed and prints market reports and/or assembles certain reports as needed.
- Orders new signs for properties advertising for lease or sale, ordering them via the vendor portal, and coordinating final installation on site with the property maintenance team.
- Completes tasks via SharePoint when new leases and amendments are entered into the system.
- Provide assistance with greeting Kinsley Properties office visitors and answering the Kinsley Properties overflow line.
- Organizes meetings held at company headquarters and helps to order lunch and/or refreshments for meetings when necessary.
- Keeps the kitchenette stocked with supplies and supports the coffee program.
- Supports mailroom activities to include outbound FedEx and other shipments, postage machine and supplies, sorts interoffice mail, and is a backup for sorting inbound mail.
- Negotiates the annual postage machine contract as well as other vendor contracts.
- Spearheads Kinsley Properties Events Committee and projects assigned through the committee
- Handles employee birthday card and holiday card mailings, monthly birthday treats, and other employee-focused support tasks for Kinsley Properties, Kinsley Enterprises, and Kinsley Family Office.
- Keeps the Kinsley Properties employee contact list up to date.
- Assists the development and distribution of the company’s bi-annual employee newsletter
- Supports Kinsley Enterprises and Kinsley Family Office administrative tasks and special projects as assigned.
- Other special projects and job duties as assigned.
REQUIREMENTS:
Must have a minimum of three years of administrative or marketing experience in a professional office setting. You will demonstrate excellent interpersonal skills with the ability to collaborate and build/maintain professional relationships. It is also vital to always maintain complete confidentiality and exercise discretion and independent judgement since this role will be privileged to sensitive data from the executive team. The ideal candidate will always maintain a positive and upbeat attitude and help drive positive team morale. In addition to these items, you must also meet the following requirements:
- Ability to work independently, prioritize tasks, and meet deadlines.
- Must act with honesty and integrity in all business dealings.
- Detail-oriented with strong organizational and analytical abilities.
- Demonstrated ability to adapt to changing priorities and manage multiple projects simultaneously.
- Must have a valid driver’s license and be able to operate a vehicle to travel occasionally to off-site locations
- Strong knowledge of Microsoft Outlook, Word, Excel, and PowerPoint as well as digital marketing tools such as Canva, WordPress or Elementor: Website builder is beneficial.
BENEFITS
- Company shared cost Major Medical, Dental, and Vision coverage
- Nine paid holidays
- Generous paid time off (PTO) program
- 401k with a company match
- Company provided short-term disability insurance
- Company provided life insurance and employee assistance program