Administrative Assistant
JOB DESCRIPTION February 20, 2023
Job Title: Administrative Assistant Supervisory N
Reports to: Property Manager / Senior Property/Assistant Manager Exempt or Non- Non-Exempt
Position Summary: The Administrative Assistant provides administrative support for property staff and their direct reports and helps to coordinate all activities related to the property. Must be able to multi-task, have attention to detail, and be well organized. This position operates within and contributes to an environment with Fair Housing laws and Equal Employment Opportunity.
Main Job Responsibilities:
- Support the administrative needs of the Property Manager and their management level staff to ensure that letters, documents, and other various materials are produced with accuracy and to high quality standards within established time frames
- Use various software packages and visual aids to produce accurate documents, presentation materials, charts, and graphics (type, proof, organize, design, create fonts, layout, etc.)
- Organize, research and gather required data as needed
- Handle documents with confidentiality and discretion
- Generate copies of printed materials and proofread for quality and consistency
- Handle departmental mailings in a timely manner
- Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner
- Set up and maintain accurate files and records that may be easily accessed by staff. Ensure that all filing is updated in a timely fashion.
- Greet visitors, screen incoming calls, and schedule appointments
- Monitor stock of forms and supplies as needed
- Provide support in reviewing and processing invoices for accuracy and timeliness
- Forward departmental invoices to appropriate party for review and approval
- Provide general support for Property Manager and Assistant Manager to ensure that all department functions are always supported
- Answer telephones for property and assist with all department telephones as needed. All telephones must be answered before the fourth ring.
- Display flexibility and willingness to performing other duties as assigned, as responsibilities may change
- Provide support with miscellaneous administrative duties to aid property in being continually well-managed
- As assigned by Property Manager, perform administrative duties necessary to the day-to-day running of the office as a whole in a proactive and positive approach
- Recognize one's role as part of the administrative support team and function as same. This requires initiative to pitch in and help when the opportunity is presented.
Essential Skills and Abilities: (Describes the core skills, competencies, and characteristics that the candidate must display to be successful in this role)
- Minimum of 3 years’ experience providing clerical and administrative support
- Must be proficient in Word and Excel
- Typing: 75 wpm
- Strong organizational and administrative skills
- Be reliable, self-motivated, courteous, patient and compassionate
- Must be detail-oriented, able to work as a team player, and able to prioritize and perform multiple projects
- Must have a good command of the English language, be able to spell and accurately proofread correspondence prior to mailing
Required Education and Experience: (Describes the minimum education, training, knowledge and experience which are required to competently perform the job duties of this position)
- High School Diploma/GED required
Certificates/Licenses/Registrations: (if applicable)
- Knowledge of property management and affordable housing programs preferred
Work Environment: (Describes the characteristics that represent the work environment the employee will encounter while performing the essential functions of this job. reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
- Prolonged periods sitting at a desk and working on a computer
DISCLAIMER:
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to the position.
Other duties may be assigned. The company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances changes (e.g., emergencies, changes in personnel, work, load, rush jobs, or technological developments).
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
- No nights
- No weekends
Experience:
- Administrative: 3 years (Preferred)
Work Location: In person