Executive Assistant

About Pounders & Associates, Inc.
 
We are an independent commercial real estate firm based in the Shoals area of northwest Alabama. We represent sensible companies, organizations, and individuals and help them make informed real estate decisions so they can buy, sell, lease, develop, own, or invest in commercial property with confidence.
 
Position Overview
 
The Executive Assistant will support the mission and core values of Pounders & Associates by providing assistance in the areas of office management, administration, bookkeeping, and marketing.
 
Office Management Responsibilities
 

  • Project a warm, friendly, and professional impression to clients, guests, and employees.
  • Greet and direct clients and other office visitors.
  • Answer and route all incoming calls in a timely and courteous manner.
  • Open, sort, and distribute incoming mail and fax transmissions.
  • Prepare outgoing mail and packages to be mailed or shipped via FedEx, UPS, etc.
  • Order supplies for office, breakroom, and restrooms.
  • Manage work room (copy/fax machine, scanner, etc.).
 
Administrative Responsibilities
 
  • Prepare professional correspondence (emails, letters, reports, and other documents) and assist with faxing, copying, scanning, and notarizing documents.
  • Create and manage spreadsheets.
  • Develop and maintain electronic and hard copy filing systems.
  • Assist in scheduling appointments, meetings, property tours, etc.
  • Manage inventory of keys, including those checked out to third-party brokers and vendors.
  • Make travel arrangements upon request.
  • Assist with special projects and perform other tasks as assigned.
 
Bookkeeping Responsibilities
 
  • Print, sort, process, and file invoices and receipts.
  • Process accounts payable and prepare checks to be mailed.
  • Maintain spreadsheets to summarize accounts receivable (rent rolls, rent ledgers, commission reports, etc.)
  • Prepare and distribute invoices and other billing statements.
  • Take proactive measures to reduce delinquency for accounts receivable.
  • Prepare daily deposits and deliver to various financial institutions.
  • Post payments received by recording cash and check deposits.
  • Reconcile multiple accounts with bank statements.
  • Prepare and distribute financial reports.
  • Prepare and distribute annual property operating expense reconciliations.
  • Assist with special projects and perform other tasks as assigned.
Marketing Responsibilities
 
  • Enter and maintain property listings on various websites and multiple listing services.
  • Write and edit marketing content and create marketing collateral including listing flyers, proposals, tour packages, etc.
  • Organize and track all marketing efforts, including coordination of professional photography and sign installation and removal.
  • Conduct property research, including demographics, maps, property tax information, public records, traffic data, and zoning classifications.
  • Assist with special projects and perform other tasks as assigned.
 
Proficiencies
 
The Executive Assistant will possess the following proficiencies:
 
  • Attention to Detail: You are the type of person who notices when something is out of place. You pride yourself on maintaining an organized workspace for yourself and your colleagues. You are able to compose professional written communications using proper grammar and spelling.
  • Consistency: You show up to work on time and do not need to be out frequently, especially unexpectedly. You enjoy a fair amount of repetition in your daily responsibilities, executing recurring tasks with accuracy and excellence.
  • Communication & Confidentiality: You have strong written and oral communication skills, along with the ability to maintain high discretion and confidentiality with sensitive information.
  • Self-Starter: Able to work independently and multitask without feeling overwhelmed.
  • Hospitality: You enjoy hosting others and do so with a warm and pleasant demeanor. You know how to engage visitors in conversation and welcome them without overwhelming them. You think ahead and anticipate the needs of others and enjoy serving people well.
  • Technology: You have experience with common office technologies (email, copying, printing, scanning, faxing, telephones, etc.). You are proficient with Microsoft Excel, Microsoft Word, and desktop/online versions of QuickBooks.
  • Basic Accounting: You possess a basic understanding of standard accounting methods and principles.
  • Transportation: You possess reliable transportation and are willing to utilize your personal vehicle for company errands. (Mileage is reimbursed by the company at the annual rate published by the IRS.)
 
Education
 
  • Bachelor’s degree in business administration or accounting (preferred)
 
Working Conditions
 
  • Professional office environment with little exposure to noise, extreme temperatures, dust, or other adverse factors.
  • A high amount of pressure to meet deadlines and work efficiently and accurately while managing numerous competing priorities.
 
Sound like the perfect job for you? We would love to learn more about you. Please email a current resume to careers@pounderscre.com (no phone calls). All applicants are subject to background checks that may include DMV, Credit, Education, Criminal, and Drug Testing.