Office & Property Management Assistant

Role OverviewCBRE is a professional services firm specializing in real estate services and investment management. We are the largest real estate firm in the world, with more than 140,000 people in more than 100 countries where we serve the local, regional and global real estate needs of our clients.To support both the senior team and current and projected workflow demands, CBRE SEE is looking for Office & Property Management Assistant, with base of operations in Ljubljana, Slovenia. Specifically, the new recruit will provide business operations administrative support to the team.Key ResponsibilitiesGeneral Office TasksEnsure the smooth and effective running of the office at all times; with all necessary stationery and materialAnswering, screening and forwarding phone calls and liaising with clients competently and in a professional manner, taking and passing on accurate and detailed phone messages in a timely mannerGeneral administrative support: responsible for receipt, opening, sorting, prioritizing, and distributing inbound mail; producing letters; booking couriers, transport, etc.Types, formats, and produces various document such as proposals, requests, presentations, correspondence, and reportsMeeting Coordination: maintains calendar and contact database, schedules appointments, completes travel or conference calls arrangementsAssist and support team in their daily tasksProcess and prepare financial and other business formsCollect and enter data for various financial spreadsheetCreate, send, and follow up on invoicesCommunication with external accountants, as requestedCommunication with Tax Office and local government authoritiesAdhere to the company's or organization's financial and other policies and procedures Tasks in Property ManagementEstablishes and maintains record keeping and filing system for portfolio documentation including lease agreements, invoices, correspondence letters, otherPerform administrative duties conducting research, updating databases, and preparing materials for mass mailingsMaintains property contacts data baseTrack OPEX and CAPEX expenses for the properties and handles incoming invoicesFacilitate approval process for payments of invoicesPrepares yearly overview of the received invoices for the property, within the calendar year, related to the OPEX, as per categoryHandles communication related to insurance claims Other administrative tasks as per order by PM teamPerson Specification/RequirementsEducation and ExperienceDegree or trait equivalent to Administration, Organizational science, or Technical scienceExcellent communication skillsExcellent team workerComputer and software literateAdvanced level of English languageAdvanced knowledge of financial terms and principles. Ability to collect, analyze and summarize complex accounting data. Conduct basic financial analysis.Candidates without the relevant technical background will not be taken into consideration.Personal AttributesExcellent written and verbal communication skillsStrong organizational and analytical skillsAbility to build working relationships across in a team environmentAssertive, persuasive and self-motivatedCommitment to continually developing ability and skill baseCritical thinking and problem-solving skillsPlanning, organizing and decision-makingAbility to effectively present informationIT Technical AbilitiesAdvanced knowledge of technical literacy; fast learning and adaptation skills CBRE SEE offersA substitute maternity contract, with an extension option for the same/similar position within the companyDynamic international working environmentAn opportunity to have a career growth within CBRECompetitive termsProfessional development and mentorshipA pleasant and supportive working atmosphere. EQUAL OPPORTUNITIESWe are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.All applications will be treated in strict confidentiality. Only short-listed candidates will be contacted and provided with feedback.