Administrative Assistant

Administrative Assistant, Ohav Sholom Apartments - Albany, NY

General Statement of Duties: Primary responsibility is providing administrative assistance, service and support to the Property Manager and staff. Represents the company professionally to the general public and members of the community.

Supervision Received: Reports to Property Manager.

Supervision Exercised: N/A.

FLSA status: Nonexempt

Essential Functions of the Position: Any one position may not include all of the duties listed, nor do the listed examples include all that may be found in positions of this class.

• Greets and assists applicants, residents and guests.
• Prepares and maintains office and rental expense budgets.
• Prepares, types and files office correspondence including letters, reports, and spreadsheets.
• Writes service orders and maintains service order log.
• Answers telephones in a professional manner; directs calls and records messages.
• Orders office supplies and maintains inventory.
• Opens and closes office.
• Secures confidential files and maintains office equipment.
• Administers rent collection efforts with Property Manager including cash receipts, 14 day notices, legal correspondence, etc.
• Processes monthly Section 8 housing assistance payment billing.
• Processes income certifications/recertifications.
• Processes and transmits TRACS (Tenant Rental Assistance Certification System).
• Completes special projects assigned by manager
• Coordinates turnover schedule with Maintenance Supervisor.
• Completes administrative leasing duties: intake and processing of applications, preparing and distributing applicant correspondence, interviewing eligible applicants, preparing lease packages.
• Conducts new resident orientation.
• Fosters a positive, active and collaborative relationship with residents, communities and associated agencies.
• Works patiently, professionally and cooperatively with residents and staff.
• Preserves and respects resident and applicant confidentiality.
• Follows company policies, rules and regulations.

Minimum Qualifications

Education and Experience: High school diploma or G.E.D. required. Associates degree or equivalent experience (business management, operations, communications, and administrative support) preferred.

Qualifications and Skills:

• Strong computer proficiencies required.
• Intermediate proficiency with Word, Excel, PowerPoint, Outlook.
• Basic proficiency with Yardi desirable.
• Fluent in English.
• Strong oral and written communication skills.
• Highly organized and detail oriented.
• Ability to work in a fast paced environment where priorities change daily.
• Deadline driven.
• Demonstrates strong initiative and high level of professionalism.

Physical Capabilities: Manual dexterity for competent use of office equipment. Ability to climb stairs and walk through the community.

Beacon Core Competencies

Required:

Teamwork, Integrity/Ethics, Dependability, Customer Focus, Adaptability/Flexibility

Beacon Functional Job Competencies required for Administrative Assistant Position: Job Knowledge, Communication, Computer Skills, Personal Organization Skills, Interpersonal Skills.

Travel Requirements: May occasionally visit properties and attend offsite meetings/training seminars.

Compensation: $20.50 - $21.50 per hour

Actual compensation is influenced by a variety of factors including but not limited to skills, experience, qualifications, and geographic location.