Administrative Assistant

About the role

The Administrative Assistant supports the 92NY Residence in serving its patrons and potential patrons. This role handles all administrative tasks and assists with sales and promotion to ensure high-quality customer satisfaction and occupancy rates are consistently achieved and maintained.

Responsibilities

• Respond to reservation applications, inquiries, questions, and booking requests.
• Provide prospective residents with enthusiastic and informative responses to their questions.
• Present approved residence rates and options to prospective residents.
• Ensure reservations are accurate and complete.
• Submit Room Reservation Agreements (RRA) and attach completed documentation (verification, RRAs, R&R, and CLE) for upcoming residents to their records.
• Monitor the booking chart to ensure rooms are ready for new arrivals.
• Collect rent and incidental payments as received.
• Receive, log, and notify residents of package arrivals.
• Receive mail, sort, and distribute it in the mail cabinet for resident pickup.
• Remind residents of room changes, new roommates, unexpected guest IDs, and overnight guest fees.
• Create and disseminate various reports from RMS (e.g., current reservations, upcoming bookings, revenue reports).
• Create welcome setups (keys and arrival info) for all incoming residents.
• Process guest passes (digital and hard copies), log, and allocate payments.
• Take resident photos for the security system (S2 & RMS) and assign resident ID numbers using Tessitura, matching within RMS.
• Promote and be knowledgeable about all programs and activities offered in the Residence.
• Order department supplies and assist the Executive Director with housekeeping, room supplies, and storage.
• Generate weekly housekeeping reports and coordinate with the Building Operations Residence Supervisor regarding staffing needs.
• Coordinate with the Building Operations Residence Supervisor to ensure quality control of room readiness and common space maintenance.
• Utilize sales and lead management features in RMS, HubSpot, and Salesforce to assist in lead generation.
• Respond to email, phone inquiries, walk-ins, and track leads.
• Maintain a good knowledge of all Residence requirements, policies, and procedures.
• Attend staff meetings and participate in Residence team check-ins.
• Perform other responsibilities as assigned by the supervisor.

Requirements

• 3 years of administrative experience required.
• Highly skilled in using Excel and comfortable with data reporting.
• Interest and ability to learn new systems.
• Strong organizational, verbal, written, and interpersonal skills.
• Ability to work independently, efficiently, and on multiple tasks simultaneously.

Qualifications

• Bachelor’s degree in education, business, or a cultural-related field preferred but not required.
• Strong and demonstrable working knowledge of hotel, dorm rooms, cultural organizations, or community centers preferred.
• Strong proficiency in Microsoft Office, Web Invoicing, and Tessitura preferred.

Schedule

36.25 hours per week. Monday - Friday, 9:00 a.m. - 5:00 p.m. with a 45-minute unpaid lunch break.

Pay

Compensation range: $52,000 - $55,000. The actual compensation offered will be based on qualifications, relevant experience, education, and certifications.