ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following but are not limited to the job specifications contained herein. Additional duties or job functions that can be performed safely may be required as deemed necessary by supervisory personnel.

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Provides callers with information such as company address, directions to the property location, property fax numbers, website, and other related information.
• Check e-mail and reply to messages.
• Type, make copies, send, and receive faxes.
• Coordinates overall administrative activities for the Office Administration Department.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervises the maintenance of office equipment, including copier, fax machine, etc.
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
• Participates as needed in special department projects.
• Coordinate special events and decorate the office for special holiday.
• Assist in preparing correspondence that needs to be mailed and/or faxed.
• Retrieve records as needed.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Stamp vendors’ invoices, make copies, and file them. Send original invoices to Accounts Payable in Corporate Office.
• Update and maintain filing system.
• Place orders and/or request services from property vendors.
• Assist in Payroll, Human resources and Operations.
• Distribute incoming mail and/or open it when necessary.
• Run errands, such as going to the Post Office.
• Perform other tasks and/or clerical duties as requested.

EDUCATION AND/OR EXPERIENCE:

• High school diploma or general education degree (GED); and one year related experience and/or training; or equivalent combination of education and experience.
• High School Diploma and 3 years of previous experience as an administrator.
• Excellent knowledge of MS Office
• Proven experience as an office administrator, office assistant or relevant role
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to other employees of the organization.

LANGUAGE SKILLS:

Ability to read a limited number of two- and three-syllable words and to recognize similarities and differences between words and between series of numbers. Ability to print and speak simple sentences.

MATHEMATICAL SKILLS:

Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required continual walking, standing, climbing, stooping, bending, kneeling, reaching, and heavy lifting and carrying. Work outside and around moving objects or vehicles.
• The employee must regularly lift and /or move up to 25 pounds, frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• Specific vision abilities required by this job include close vision, distance vision and color vision.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing 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 occasionally exposed to wet and/or humid conditions; moving mechanical parts; fumes or airborne particles; outside weather conditions; extreme cold; extreme heat.
• The noise level in the work environment is usually loud.
• This is a drug-free workplace.