Administrative Assistant - Arctic Operations & Development

Overview

Administrative Assistant – UIC Real Estate

Ukpeagvik Inupiat Corporation (UIC) is the village corporation of Barrow, Alaska and one of Alaskas top ten companies. We employ over 3500 people generating $350 million in revenues across the United States and the world. As a proud Alaska Native Corporation, our success brings tremendous growth and benefits to our 3,000 Inupiaq shareholders. UICs diversified commercial and government services business lines include technical and professional services, engineering, manufacturing, maintenance, architecture, marine, regulatory consulting, construction, and operations supporting the community of Barrow. We recruit only qualified people looking to join a company with strong leadership, competent and hard-working staff, and a superior work environment. Our pay and benefits are competitive, and we differentiate UIC as an employer by investing in our employees professional development. Provide administrative support for UIC Real Estate Administrator including UIC Real Estate O & M.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer, screen, and forward calls, providing information and taking messages for the Real Estate office.
• Greet persons entering the office, hear and help resolve needs, and directing them as needed.
• Receive and submit work order requests.
• Communicate maintenance issues to the Maintenance and Water Plant Divisions. Maintain file on work order requests.
• Prepare and code invoices for approval for UIC Real Estate and UIC Maintenance.
• Submit invoices to Accounts Payable for payment.
• Maintain a file copy of approved invoices.
• Receive the NARL monthly electric and water meter readings and enter into an Excel spreadsheet.
• Submit spreadsheet to Accounts Receivable for billing.
• Maintain the file for the NARL electric and water spreadsheets.
• Notarize legal documents as needed, which include lease agreements and rental agreements.
• Distribute incoming and outgoing mail for the UIC Real Estate and UIC Maintenance.
• Prepare purchase requisitions for approval for the UIC Real Estate and UIC Maintenance.
• Maintain inventory of office supplies for UIC Real Estate. Assist with ordering and submitting requests to replenish custodial supplies.
• Enter and maintain files of payments received from tenants.
• Maintain confidentiality on all work-related matters.
• Manage the departments residential and commercial keying system.
• Maintain records of keys issued to and returned from tenant and employees.
• Order additional keys and cores when needed.
• Type up lost key fee memos for Real Estate Managers approval.
• Pending incomplete work order follow-up status inquiry, as needed
• Scan UIC real estate files (if not, to Share point to the t:/drive for sure) residential and commercial documents
• Update our UIC RE emergency on call list and tenant contact list for our projects and/or UIC Real Estate, periodically
• Assist A/R chargebacks on an as needed basis
• Annually archive prior year and begin new year (Jan-Dec)
• Experience in the maintenance field, familiar with describing/translating a work order situation (attention to detail)

Qualifications

KNOWLEDGE, SKILLS & ABILITIES:

• Confidentiality
• Ability to communicate effectively both written and orally.
• Ability to work independently.
• Must be computer literate with experience in using Microsoft Excel, Word, and PowerPoint.
• Knowledge of accounting principles and practices within the UIC Corporation preferred.
• Knowledge in real estate industry
• Able to type 40 wpm preferred.
• Maintain work order log, file completed, in completed, etc.

In accordance with Executive Order 14042: Ensuring Adequate COVID Safety Protocols for Federal Contractors, candidates should be aware that they may be required to have received or be willing to receive the COVID-19 vaccine by date of hire. All job offers in connection with a covered contract will be contingent upon providing proof of vaccination prior to your anticipated start date. High school graduate or equivalent. Three years professional administrative experience. Must have valid Alaska Drivers License.

Candidates must apply online at https://protect-us.mimecast.com/s/04sECqx9qGILrw39TXM7Sf?domain=uicalaska.com, and submit an application for all positions they wish to be considered. UIC is an Equal Opportunity Employer. In accordance with the Americans with Disabilities Act of 1990 (ADA), persons unable to complete an online application should contact UIC HR for assistance. All employees must pass Non-DOT pre-employment drug screening and follow all UIC Non-DOT Drug and Alcohol Testing Program guidelines and requirements. If working on a DOT project, employees must pass a DOT pre-employment drug screening and follow all DOT Drug and Alcohol Testing Program requirements. Authorized Driver Requirement: Employee must have a valid drivers license and three (3) year clean driving record. Employee must follow all Authorized Driver Policy and Procedures regarding approved vehicle usage.

UIC considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status or any other legal protected status. Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, Ukpeagvik Inupiat Corporation, may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants. EOE/AA/M/F/D/V UIC and its Family of Companies is an equal opportunity employer. We evaluate qualified applicants without regard to race, age, color, religion, sex, national origin, disability, veteran status, and other protected characteristics EOE/AA/M/F/D/V. In accordance with the Americans with Disabilities Act of 1990 (ADA), persons unable to complete an online application should contact UIC HR for assistance. Please view Equal Employment Opportunity Posters provided by OFCCP here. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35

#LI-WW1