Administrative Assistant - Property Management

JOB TITLE: Administrative Assistant

We are looking for an amazing Administrative Assistant to fit in with our awesome Property Management Team! Your duties as our Administrative Assistant include providing support to our Director and employees, assisting in daily office needs and managing our company’s general administrative activities. Your Administrative Assistant responsibilities include creating communication correspondence, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel, MS Word and office equipment. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office. If you have previous experience as a Secretary or Executive Administrative Assistant and some familiarity within our industry, contact us - we’d like to meet you!

REPORTS TO: Director of Community Development

Responsibilities

• Provides administrative support to the Director.
• Assist Director with personnel, HR needs, violations and investigations.
• Provides administrative support to the Management Office and Maintenance as needed.
• Daily Management office duties such as emails, faxes, mail, filing and customer relations.
• Answering the phone, relay information on available listings and transfer calls as needed.
• Sorting and delivering incoming mail and collecting and sending outgoing mail.
• Utilize Microsoft Office to create documents, maintain databases and send emails (Excel, Word, Publisher).
• Manages taking maintenance requests and entering them into system to create work orders.
• Ensure maintenance work orders are created, printed and closed in a timely manner.
• Running errands and making deliveries around the office or to external parties.
• Prepares lease packages and supplemental documents for new move-ins and residential needs
• Collecting, filing and organizing office documents, such as reports and confidential records.
• Managing digital document filing, including encrypted documents and email correspondence.
• Be able to work in a hectic environment while maintaining calm composure and effectively utilizing time management skills.
• Be a team player and can multi-task based on the priority of assignments and conduct follow-up to completion.
• Monitoring/inputting inventory and ordering supplies.
• Transcribing or taking notes during meetings and writing minutes, memos and/or agendas.
• Prepares and/or processes invoices or estimates.
• Assists with accounting, Inventory, petty cash reporting and other simple bookkeeping tasks.
• Prepares applicant file – Initial and annual certifications updates in a timely manner.
• Assist in preparing files for move-in, have documents executed and schedule move-in dates.
• Assist with the process of all recertification to ensure compliance with each program requirements and obtains approval of each file.
• Manages wait list (screening potential applicants, update contact information, schedule interviews, filter applicant information, purges list and processes applications).
• Enter data and update information into management software and Excel.
• Completes daily logs and tracks upcoming events/meetings on Outlook calendar
• Contacts Housing Agencies, Support Services and Programs to follow up on applicants/residents.
• Prepare reports for accurately tracking data and submit within the deadlines.
• Adheres to and enforces all company policies and procedures including safety standards and dress/uniform code, payroll and recordkeeping, procedures and time schedules.
• Assists Property staff with marketing, as needed.
• Assist with organizing and planning community events such as holiday events, community meetings, etc.

Qualifications

• Must have prior experience in the industry.
• Must have 2 years working in an Office (Leasing or Property Management preferred).
• Knowledge of Affordable Housing program rules and guidelines a plus.
• Must have above average written and oral communication skills
• Must be thorough, very detailed, reliable, responsible, honest, organized, flexible, and be service oriented.
• Must have computer experience, including Microsoft Office (Excel, Word, Publisher) and be able to fully utilize existing computer software; must be able to learn new software programs quickly.
• Must be compatible with a wide range of individuals.
• Must have own transportation, including a valid operator license and proper car insurance.
• Must have a High School diploma or the equivalent.

Physical Requirements

May engage in:

• Occasional lifting, carrying, pushing or pulling, 20 to 50 pounds.
• Occasional climbing, ascending or descending ladders and stairs, in addition to using feet, legs hands and/or arms.
• Mobility and body agility are important. Must be able to climb stairs.
• Will include walking and/or standing frequently.

Position Status

This is a full time permanent position. No remote work.

Cantwell Anderson, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have Microsoft Excel, Word and Outlook experience?

Work Location: In person

Salary : $18