Administrative Officer

JOB DESCRIPTION Job Title: Administrative Officer Department:Administration Location: Guam FLSA Status: Exempt Salary Grade: 2B Corp.
Entity: Fujita Property Group Reports To: Property Manager Job Summary This position is responsible for the administrative support functions of the office and maintenance staff; planning, directing, and coordinating the daily maintenance of the leased spaces and common areas of the facility; processing of work orders, invoices and payments and providing customer service to tenants and other clients by addressing their requests or concerns.
* Duties and Responsibilities *  Manages operations, maintenance, administration, and improvement of commercial properties.
  * Provide weekly updates to the Property Manager on completed and outstanding items.
* Plans, schedules, and coordinates general maintenance, major repairs, and remodeling or construction projects for the properties.
* Record tenant requests for maintenance job orders; coordinate with the Maintenance team for performance of job orders.
* Make phone calls to external vendors for quotations for materials or service for larger maintenance projects.
* Direct collection of monthly assessments, rental fees, bank deposits, and payments for insurance premiums, mortgage, taxes, and other expenses.
* Acts as a liaison between tenants.
* Maintains records of sales, rental or usage activity, special permits issued, maintenance and operating costs, or property availability.
*  Solicits and analyzes bids from contractors for repairs, renovations, and maintenance.
* Prepares and administers contracts for the provision of property services such as cleaning, maintenance, and security services.
* Purchases building and maintenance supplies, equipment, or furniture.
*  Processes invoices and provide assistance with accounts receivables and payables.
*  Prepares bid packets for (government) Request for Proposals.
* Prepares and revises lease renewal letters, proposals and amendments.
*  Prepares, executes, and records all bank deposits and wire transmittal transactions.
* Updates and disseminates annual safety evacuation plan.
*  Maintains knowledge of real estate law, local economies, and other types of industry-related data; Seeks favorable financing options, and research relevant government programs.
* Qualifications • Education and Experience o bachelor’s degree in business management or related field o Three or more years of experience in office management.
Property management related experience preferred.
Knowledge, Skills, and Abilities (KSAs) The KSAs described here are representative of those that should be met by an employee to successfully perform the essential functions of this job.
• Knowledge o Principles and processes for providing customer and personal services.
This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
o Principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
o Relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
o Materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.
o Economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
• Skills o Talking to others to convey information effectively.
o Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
o Adjusting actions in relation to others' actions.
o Understanding written sentences and paragraphs in work related documents.
o Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
o Considering the relative costs and benefits of potential actions to choose the most appropriate one.
o Motivating, developing, and directing people as they work, identifying the best people for the job.
o Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Abilities o To communicate information and ideas in speaking so others will understand.
o To read and understand information and ideas presented in writing.
o To speak clearly so others can understand you.
o To apply general rules to specific problems to produce answers that makes sense.
o To communicate information and ideas in writing so others will understand.
o To arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.
g.
, patterns of numbers, letters, words, pictures, mathematical operations).
Competencies • Technical Know-How.
• Personal Effectiveness/Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.
HSSE Competencies At FPG each position has a role in upholding our Health, Safety, Security, and Environment (HSSE) policies and practices.
This position is responsible to: • Report HSSE incidents in a timely manner within his/her area of responsibility • Support incident investigation as required • Participate in audits and inspections as planned • Comply to HSSE Policies, HSSE Golden Rules, 12 Life Saving Rules, and HSSE procedures • Participate in HSSE improvement programs • Participate in HSSE Toolbox Meetings as planned • Participate in Area Safety Council as required • Perform the duties and responsibilities as assigned in the Emergency Response Team Working Conditions The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
This job operates in an office setting.
This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The physical activity of this position includes repetitive motions – making substantial movements of the wrist, hands, and/or fingers.
The physical requirements of this position involve sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time.
Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
For visual acuity requirements including color, depth perception, and field of vision, the worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; viewing a computer terminal; visual inspection involving small defects, small parts, and/or operation of machines.
Job Type: Full-time