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POSITION SUMMARY
The Administrative Assistant will be responsible for supporting Property Management to achieve high levels of success by managing office operations. This position will manage all informational systems while being able to communicate to all parties the status of client contracts. The Administrative assistant will be responsible for providing office services by implementing administrative systems, procedures, and policies. Must be able to manage projects through from start to finish. As the success of the team grows this position may supervise others. Great opportunity for growth in your career.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Create and maintain an operations manual that documents all systems and standards.
Coordinate the purchase, installation, and maintenance of all office equipment.
Be the first point of contact in handling customer inquiries.
Keep the lead agent informed regarding any problems or issues that need to be handled.
Fielding telephone calls, receiving and directing visitors.
Word processing, creating spreadsheets and presentations.
Ensure office/conference area is presentable and prepared on a daily basis for clients, visitors and meetings.
Assign and manage phone extensions and voicemail accounts for new agents.
Assist agents with questions regarding in-office data networking.
Other duties as assigned.
QUALIFICATIONS
Communication (Written) Ability to read and understand information and ideas presented in writing; able to communicate information and ideas in writing so others will understand.
Communication (Oral) Ability to listen to and understand information and ideas presented through spoken words; must also communicate information and ideas in speaking so that others will understand.
Problem Analysis Ability to identify problem, clarify why the problem exists, and develop and implement solutions; responds quickly to new challenges.
Project Management Ability to organize and follow through on projects from start to finish while meeting strict deadlines; manage time while involved in multiple projects.
Customer Focused Builds and maintains customer satisfaction by meeting their needs; elicits feedback; takes responsibility to resolve customer issues; creates strategies to help the organization serve its customers more effectively.
Detail Oriented Is attentive to detail and accuracy; is committed to excellence and looks for improvements; owns/acts on quality problems.
Proactive Seeks out and accepts feedback; is a proactive learner; keeps skills up-to-date; turns mistakes into learning opportunities.
KEY SKILLS
High level interpersonal and communication skills.
High level of integrity and professionalism.
Able to work effectively under pressure and time constraints.
Must be able to multi-task and take instructions from multiple staff members on multiple projects.
Exceptional organization is crucial you must be naturally organized and able to rely on putting your own systems in place to ensure productivity.
EDUCATION & EXPERIENCE
High school diploma required
Bachelors degree preferred
Must be proficient in Microsoft Office Applications
EQUIPMENT/MACHINES USED
Able to use all office equipment and have the use of a personal vehicle. Valid driver license is required.
WORK ENVIRONMENT
Office environment with air conditioning and moderate noise level.
WORK SCHEDULE
Full time position. Days and hours of work are Monday through Friday, 8:00 am 5:00 pm. Occasional evening and weekend work may be required as job duties demand.
