Business Support Specialist – Office Operations & Tenant Support

The Administrative Assistant provides a professional first impression for tenants, clients, and visitors. This role supports the day-to-day operations of the center, assists tenants, and provides direct support to the General Manager.

Part-time Monday - Friday 10:00 AM - 2:00 PM

Principal Responsibilities:

Operate and manage a multi-line phone system.

Greet and announce visitors to staff and tenants.

Perform administrative tasks and assists as requested.

Distribute mail and packages promptly.

Maintain a clean and professional lobby, conference rooms, lunch, and reception area at all times.

Accept and process incoming deliveries (UPS, FedEx, Amazon, etc.).

Accurately log charges for work processing, administrative assists, conference room usage, and fax service.

Assist the General Manager with billing tasks, including preparing invoices, tracking payments, and maintaining billing records.

Support the General Manager with leasing activities, including preparing lease documents, organizing tenant files, and assisting with tenant communications.

Related Responsibilities:

Exhibit professional behavior with tenants, callers, and employees.

Communicate courteously with tenants, guests, and callers; ensure proper closure of calls and conversations.

Be assertive and confident when dealing with tenants, while remaining approachable and professional.

Maintain confidentiality—do not discuss company policies or issues outside of ACCESS OFFICES management.

Direct inquiries and problems to the Operations & Leasing Manager when appropriate.

Maintain full working knowledge of all office equipment, including phones, computers, copiers, fax machines, postage meters, and coffee machines.

Required Skills:

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).

Ability to take general directions and apply them effectively to a variety of situations.

Strong understanding of professional business decorum.

Excellent organizational and detail-oriented skills.

Professional and pleasant telephone manner.

Strong written and verbal communication skills.

Personal Requirements:

Professional business appearance, manner, and attitude.

Ability to remain calm under stress and handle challenging tenants or clients professionally.

Cooperative and team-oriented attitude.

Take-charge mentality when needed, with initiative and reliability.

Strong sense of responsibility, dependability, and punctuality.

Demonstrated ingenuity and resourcefulness in problem-solving.

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