Job Title : Office Administrator FLSA Status : Exempt

Department : NMG Corporate Reports to : Director of Operations

Position Summary : Provide clerical, accounting and administrative support to assist in maintaining the day-to-day aspects of NewCastle Management and Development Group.

Role Qualifications :

Must be a team player with initiative and organizational skills

Must possess basic bookkeeping skills, focused on A / P and A / R management

Must be able to work with a high degree of professionalism and discretion

Must be able to multitask in a fast-paced environment, while providing excellent customer service

Position Responsibilities :

Coordinates office activities and operations to secure efficiency and compliance with company policies

Manage the management company and development company accounts payable, general accounting, and billing

Vendor management; processes vendor payments, ensuring timely payments; researches invoice discrepancies; resolves billing issues

Coordinate with outsourced accounting group as needed on corporate and development books

Maintains vendor files; Request W-9s; Prepare 1099s

Provide basic financial reporting from QuickBooks and Realpage and invoice / payment processing system

Supports HRIS administration and reporting if needed during implementation

Provide Realpage platform support to site teams

Review compliance reporting for our assets

Manage annual schedule of governance reporting to lenders

Ensure monthly financial and compliance reporting obligations to HUD, VH, Freddie MAC, etc are met including SEP and Green audit reporting

Assists HR with onboarding new hires as needed

Manage phone calls and correspondence (e-mail, letters, packages, etc.)

Coordinates & facilitates onsite meetings and conference rooms, including technology; Coordinate team planning and recognition events

Assists with system administration of office software platforms (Microsoft)

Coordinates and maintains administrative records for equipment, phones, and databases

Assists with event planning and implementation

Maintains office filing and storage systems; manages company Dropbox account

Ensures office equipment is properly maintained and serviced, liaison for IT troubleshooting

Fixed asset management, including tagging new equipment, issuing equipment to new hires, and checking in returned equipment

Assist in website auditing and change management; manage marketing collateral

Monitors and maintains corporate office supplies

Other duties as assigned

Essential Skills and Experience

• High school diploma : BS / BA in office administration or relevant field is preferred
• Proven experience as an office administrator, office manager, assistant or relevant role
• Property Management experience preferred
• Real Page experience preferred
• Outstanding communication, organization and interpersonal abilities
• Familiarity with payroll and benefits administration preferred
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, etc.)
• Strong initiative and a team player
• Possesses the ability to follow through on multiple projects and tasks
• Detail oriented, professional, and always adheres to confidentiality

Benefits

Paid PTO and holidays

Medical / Vision / Dental / Short-Term Disability

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Last updated : 2024-04-23