Administrative Assistant 2 (Property Operations)

Areas of Responsibility and Job Requirements

The Administrative Assistant is the first point of contact for residents and guests visiting our management office and provides administrative support to the various departmental functions occurring within the management office.

 Responsibilities include, but are not limited to:

• Manage resident requests for approximately 600+ residential units and 40 commercial/retail units
• Create and track resident data information consisting of move ins/outs, re-certifications, etc.
• Investigate and resolve all outstanding or unpaid operations-related bills
• Enter, index, allocate and approve vendor invoice(s) onto the Yardi payscan processing system
• review vendor invoice submittals, and post commercial charges accordingly
• Manage third-party Taconic partners weekly invoice submission
• Tracks and maintains all commercial tenant and vendor contact information, accurate logs and records
• Schedule recertification appointments, track income documentation and waivers
• Provide office support to the Assistant General Manager, General Manager, third-party partners with all day-to-day administrative functions such as answering the phones, resolve resident issues, take memos, generate and mail reminder notices and waivers, manage and distribute daily correspondence
• Maintain accurate documentation of all vendor information, resident files, resident re-certifications, contract renewals, etc. 
• Maintains accurate documentation and files of all contractor and tenant insurance certificates, prior to any work commencing.
• Works with the leasing team to so that residents are billed correctly.
• Follow up with residents on open items from agency reviews
• Works on special projects as requested, and perform additional tasks as assigned and requested

Minimum Education Requirements:

• High School Diploma or equivalency

Minimum Years of Experience Required:

• 3+ years of comparable administrative work experience
• 2 years in Customer Service focused role, preferred
• 1 year in a Front Desk focused role, preferred

 Additional Knowledge, Skills, and Abilities:

• Experience with Microsoft Word, Excel,
• Proficiency in Site Compli, Happy Co. Yardi, and RentCafe, preferred
• Detail-oriented with the ability to multi-task and maintain organization in a fast-paced environment
• Bilingual in Spanish, preferred

Competencies/Essential Job Functions:

This position consists mainly of sedentary work. The position may require exertion of up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. The role involves sitting most of the time.

• The incumbent is required to have close visual acuity to perform activities such as: viewing a computer; extensive reading and visual inspection involving small defects.
• This role frequently requires the incumbent to talk and hear, expressing or exchanging ideas by means of spoken work and the ability to receive detailed information through oral communication, and to make distinctions in sound; reach, picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• This role occasionally requires the incumbent to climb, balance, stoop, kneel, crouch, crawling, reach, stand for long periods of time, walking, and/or moving about on foot to accomplish tasks, particularly for long distances.

Work Environment:

The incumbent may occasionally be subject to environmental conditions (protection from weather conditions, but not necessarily from temperature changes.

The incumbent may occasionally be subject to noise sufficient to cause the worker to shout in order to be heard above the noise or vibration.