The Administrative Assistant position at Harsch Investment Properties represents a rare opportunity for a qualified and dedicated individual to join and contribute to a consistently successful, growing organization, with a national reputation for real estate excellence. Founded in 1950, our privately-held real estate company acquires, manages and develops properties for its own richly diverse portfolio. Award-winning Harsch enjoys a stellar reputation in the industry, and among countless thousands of tenants throughout the Western United States. We own and operate over 24 million square feet of office, multi-tenant industrial, multi-family and retail properties in six western states. Headquartered in Portland, Oregon, Harsch has regional offices in Portland, Seattle, the San Francisco Bay Area, Sacramento, Las Vegas, and San Diego.
The Administrative Assistant will help run the administrative functions of our corporate headquarters. They will support the Human Resources and Risk Management Department with a variety of administrative tasks, sort mail for the office and help cover the reception desk.
Cover reception desk.
Sort incoming mail for corporate office.
Utilize postage machine to post mark outgoing mail.
Handle or distribute incoming Department mail.
Compose memos, letters, forms and correspondence. Copy, scan, fax, file documents.
Communicate any issues, priorities, employment changes to department, such as new hires start date, termination dates, promotions, title changes, etc.
Review and update HR/Risk Management documents on HRIS system and Intranet.
Keep office supply room and front desk organized and clean.
Work closely with Receptionist to ensure supply levels are kept.
Coordinate reception schedule when coverage is needed. Schedule temporary employees.
Assist additional departments with special projects.
Risk Management Support:
Maintain and review all Risk Management filings such as litigation files, tenant certificates, incident logs, claims, certificates of insurance and paid receipts.
Organize and review legal documents for correctness.
File claims, track and communicate with all parties involved.
Maintain insurance for property, liability, flood, etc.
Maintain invoices and insurance requests.
Manage Workers Compensation.
Organize and review legal documents for correctness and communicate changes needed.
Assist in the creation and editing of Risk Management documents.
Human Resources Support:
Maintain, organize and upload HR filings and documents to HRIS system
Work with managers on completion of a variety of HR tasks.
Answer employee Human Resources related questions.
Keep current with HR laws and compliance issues.
Be familiar and cross train in Human Resources procedures.
Assist with miscellaneous administrative duties for SVP of Human Resources and department.
EXPERIENCE, TRAINING, SKILLS REQUIRED:
A minimum of two years administrative/office experience in a professional environment with experience in a HR Department preferred.
Proficient computer skills including Microsoft Office.
Excellent verbal and written communications skills
Good analytical skills, organized, detail oriented, capable of handling multiple tasks and meeting deadlines
Keep discreet and confidential highly sensitive information.
Dependable, reliable cooperative. Good interpersonal skills.
Strong work ethic and pride in work.
Bachelor’s Degree in Business Administrative, Human Resources, or related field preferred.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.