Administrative Assistant

Position: Administrative Assistant

Department: Administrative

Supervisor: Sr. Property Mgr. & Exec. Director

FLSA: Nonexempt, hourly

Worker Category: Full Time

Location: Headquarters

Summary of Function

The Administrative Assistant will provide clerical support to ensure efficient operation of the office. S/he will support managers and employees through a variety of tasks related to organization and communication. S/he will perform all administrative tasks, including but not limited telephone answering, typing documents, greeting and assisting tenants, guests, and vendors. Administrative Assistant must manage and maintain all office files and supplies.

Responsibility and Duties

1. Greet and assist visitors politely and professionally.
2. Communicate and process correspondence for clients, tenants, contractors, vendors and other third parties as needed.
3. Answer incoming telephone calls, route callers and messages to the appropriate party.
4. Provide support to staff by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
5. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
6. Handling office tasks, such as filing, generating reports and presentations, and setting up for meetings, scanning, copy, type, and transcribing documents.
7. Maintain the cleanliness and organization of the office.
8. Assist with sending out rent bills on a monthly basis, help with assembling rental application packages.
9. Able to multi-task, prioritize and be flexible with changing business requirements.
10. Execute data entry into the Yardi system.
11. Dispatch maintenance request and create word orders, as required.
12. Able to perform other task/duties required.

Requirements and Qualifications

1. High school diploma or equivalent education required.
2. 1-3 years of administrative assistant experience.
3. Proficient in appropriate software: Microsoft Word, Excel, and Outlook, PowerPoint; and Adobe Acrobat.
4. Excellent verbal and written communication skills.
5. Ability to speak clearly and concisely over the telephone.
6. Knowledge of Inventory controls and procedures.
7. Knowledge of purchasing and billing procedures.
8. Bilingual- Spanish and English required