Administrative Assistant

Property Management company is seeking to fill an open Administrative Assistant position. The Administrative Assistant provides a wide variety of administrative support services to managerial and the executive staff of the company. Admins perform office work directly related to managed residential communities but may be tasked with completing other various internal company projects. Tasks include keeping of records and reports, answering and responding to telephone calls as they come into the office, formatting of written and electronic correspondence to owners, residents, vendors, and executive boards, organizing physical and electronic file systems, and more.

This position involves a high level of contact (electronically, written, and telephone) with clients, executive boards, tenants, vendors, real estate agents, other service providers and internal company staff. The administrative staff are responsible for resolving routine issues as they arise and forwarding routine tasks onto managerial staff.

This position receives compensation in the form of an hourly wage.

RESPONSIBILITIES:

· Handling office tasks, such as filing, generating reports, monitoring stock of office supplies and equipment

· Develop and maintain physical and electronic filing and filing systems including unit owner files, client lists, and vendor contact databases

· Greet and assist clients that visit the company office

· Organize and prepare incoming and outgoing correspondence

· Answer phone calls and service requests or complaints if possible, being sure to forward any non-routine concerns or complaints on to the managerial staff

· Answer emails and service requests or complaints if possible, being sure to forward any non-routine concerns or complaints on to the managerial staff

· Maintain and update contact and other key information for all clients, unit owners, vendors, and other core parties

· Act as point of contact for clients, directing communications to the proper personnel

· Process mass mailings, mass emails, print jobs, document scanning for company as needed, taking care to complete internal paperwork to facilitate accurate billing

· Prepare and maintain event calendar for managerial staff

· Prepare and maintain time sensitive forms for clients and vendors

· Maintain postage equipment to ensure there is no interruption in company’s ability to process mailings

· Prepare basic form letters for managerial staff

· Work with, and maintain, after hours emergency service provider in order to achieve accurate scheduling

· Creating forms or reports as needed by managers or executive staff

· Produce resale documents and answer mortgage questionnaires

· Work with client auditors to fulfill requests on an as needed basis

SKILLS REQUIRED:

• Must be professional in both appearance and character.
• Self-motivated, but willing to ask questions and seek help when needed.
• A team player and willing to help other staff members.
• Strong interpersonal, supervisory and customer service skills are required.
• Able to set priorities, plan, organize, and delegate effectively.
• Strong written and verbal communication skills. Must have command of the English language both written and verbal.
• Excellent phone etiquette.
• Ability to work effectively under time constraints and deadlines.
• Must be computer literate, proficient in Microsoft Word, Excel and Outlook.
• Must be a "go getter" who seeks to help team members

This is a FULL TIME position -hours are from 8:00 am to 4:30 pm Monday through Friday.

Job Type: Part-time

Pay: $24.00 - $25.00 per hour

Benefits:

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

Education:

• Associate (Preferred)

Experience:

• Administrative : 4 years (Required)
• Microsoft Office: 3 years (Required)
• Customer service: 3 years (Required)

Ability to Commute:

• Suffield, CT 06078 (Required)

Work Location: In person

Salary : $24 - $25