The Administrative Assistant provides essential administrative support, involving a variety of office tasks such as managing communications, coordinating schedules, and maintaining records
Hours: 9am-5pm
Work location: Harlem
Essential Duties and Responsibilities
The Administrative Assistant will conduct all business in accordance with company policies and procedures, and state and federal laws. Essential functions include, but are not limited to the following:
· Handle incoming calls, emails, and correspondence, directing them to the appropriate team members.
· Assist the Director to ensure that properties are serviced, maintained and operated at a level that meets the company’s objectives and causes tenants to be satisfied and inclined to continue as tenants
· Coordinate the scheduling of work orders and enter information in internal system
· Enter and process vendor invoices and purchase orders
· Communicate with maintenance staff, and track work orders, as required
· Respond to tenant inquiries (via in person, phone, email, fax etc…) in a timely manner
· Create letters, forms and other paperwork as needed
· Assist with office tasks such as filing, data entry and ordering support.
· Fully proficient use of property management software to complete assigned work.
· Track work progress, enter information and pull reports
· Follow up with tenants on work orders and satisfaction; answer questions and receive complaints
· Other duties as assigned
Minimum Qualifications
· High school diploma or general education degree (GED)
· Two (2) years of administrative office experience; some property management experience preferred.
· Excellent computer skills
· Proficiency with Microsoft Office 365 (Word, Excel, Outlook and Teams)
· Able to create and manage intermediate to advanced Excel spreadsheets
· Exceptional interpersonal, verbal, and written communication skills; bilingual Spanish a plus
· Customer service orientation
· Ability to multi-task and be organized is critical to the success of the position
