Administrative Assistant

Position Summary:

Under the supervision of the Assistant Director of Property Management, the Administrative Assistant is responsible for greeting and directing all visitors and providing administrative support to the management of the organization.

Reports to: Assistant Director of Property Management

Essential Duties and Responsibilities:

Greet and direct inbound phone traffic and visitors.

Provide support to management such as producing correspondence and documentation.

Provide support to the property management team.

Organize and maintain calendars, schedules, filing systems and records.

Prescreen applicants for eligibility and income requirements.

Assist with filing, including tenant files.

Assist with receiving, distributing, and compiling with applications.

Receive tenant rent checks, tenant applications and tenant transfer requests received at the front desk, by email or by mail.

Assign, track and update resident parking stickers.

Enter work orders for Maintenance when called in by tenants.

Dispatch emergency calls to Property Management and Maintenance.

Administer and track all FOBs electronically. (Electronic Keys).

Order office supplies and maintain adequate supply inventory.

Open and distribute mail.

Produce and mail letters to support the business.

Other duties as directed by supervisor.

Other Responsibilities:

Maintain and troubleshoot fax and copy machines.

Education and Experience

High school education or equivalent.

Some college with course work or certification in administrative skills, property management and/or accounting preferred.

1- 3 years administrative office experience.

Specific property management experience preferred.

Knowledge, Skills and Competencies:

Customer/client focused.

Ability to learn industry specific software.

Ability to take initiative, exercise judgment, solve problems independently and pay close attention to detail.

Good time management skills.

Flexible.

Team player with strong interpersonal skills.

Strong verbal and written communication skills.

Enjoys working with diverse populations who have a variety of lifestyles and characteristics.

Proficiency with Microsoft Office suite and comfortable learning property management software.

Ability to learn HUD regulations.

Bilingual, English-Spanish-speak and write fluently.

Physical Demands:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands; and talk or hear. The employee must occasionally lift up to 20 pounds.

Work is performed in an office environment. The noise level in the work environment is usually moderate. Use of phones, computer, fax and other general office equipment.