Job Scope:

The Administrative Assistant will provide effective office and administrative support to our affordable housing community. The position calls for efficiency and excellence in a variety of scenarios, and the ability to work independently in a fast-paced work environment under minimal supervision. Organizational skills and the capacity to prioritize and make quick decisions involving multi-tasking of multiple projects are essential for this role.

Duties and Responsibilities:

• Responsible for purchasing office supplies and managing contracts of office equipment.

• Manage calendars, requiring interaction with both internal and external executives and assistants

• Serve as a customer service liaison – handle and route complaint calls and maintain a complaint log

• Compile materials for presentations and formatting existing templates

• Successfully prioritize, respond, and route incoming calls and visitors

• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary

• Work autonomously and exercise a high level of individual judgment

• Perform varied, complex and confidential administrative duties under limited supervision, requiring a thorough knowledge of policies, procedures and precedents

• Supervises, initiates and maintains a variety of files and records of information

• Perform special projects as directed by supervisor, including information requests from the Regional Office and client, creating work orders, or covering reception desk in absence of Receptionist.

• Processes notices to residents 120 days prior to anniversary move-in date and maintain scheduled

• Assist with interviews with residents, completing re-certification forms completely and accurately.

• Maintains resident’s files which includes but is not limited to filing away file documents in a timely matter.

• Process notices to schedule meetings with management and residents for lease signing.

• Responsible for maintaining an accurate daily timekeeping record via our Paycom time keeping system.

• Perform other related duties as assigned

Skills and Qualifications:

• Administrative Assistant experience, preferably in a property management setting.

• Strong computer skills, including Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook)

• Strong customer service skills, including verbal and written communication skills

• Ability to juggle multiple duties/projects at once

• Ability to communicate and handle confidential information

• Income Collection or Accounts Receivable experience preferred

• Ability to learn new accounting software programs (ie: YARDI)

• Ability to multi-task in a fast paced environment

• Ability to troubleshoot and find resolutions independently for complaints and questions from public housing tenants

• Ability to establish working relationships and interact effectively with a wide range of people

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.