Administrative Assistant

Office Operations

• Welcome visitors and provide general office assistance.
• Aiding in project coordination and task completion.
• Maintain a clean and organized workspace.
• Provide information by answering questions and requests.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies.
• Run errands, such as picking up supplies.

Scheduling and Coordination

• Manage calendars, schedule appointments, and coordinate meetings & training sessions, company events planning, and social activities including catering & venue booking.
• Coordinate meetings, send invites and agendas, set up necessary audio/video equipment.
• Arrange travel and accommodation if needed.

Communication

• Answer phones, take messages, and direct calls.
• Handle incoming and outgoing mail and faxes.
• Manage company incoming and outgoing emails, direct emails to different departments/employees that may come through the company’s main email.
• Handle and sort mail and faxes daily.

Staff Support

• Assist in filing for the Property Management Team especially during busy peak seasons like inspections and audits.
• Assist in organizing and storing documents, both physically and digitally for the Property Management Team.
• Perform typing, copying, scanning, and binding documents.
• Support team by performing tasks related to organization and strong communication.
• Perform other related duties and responsibilities as required.

Knowledge, Skills Requirements

• College/High School diploma and/or equivalent professional experience.
• Bilingual in English and Spanish preferred.
• Excellent organizational and time management skills; ability to effectively handle multiple, concurrent assignments and activities.
• Computer Skills: Proficiency in the use of Microsoft Office products (Excel, Word).
• Strong written & verbal communication skills.
• Customer services skills.
• Professionalism.
• Organization Skills.
• Problem Solving.
• Attention to detail.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Equal Employment Opportunity

The facility is committed to the principle of Equal Employment Opportunity for all employees and applicants. It is our policy to ensure that both current and prospective employees are provided equal employment opportunity without consideration of race, religious creed, color, national origin, nationality, ancestry, age, sex, marital status, sexual orientation, or disability in accordance with local, state, and federal laws.

Americans with Disabilities

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Employment Type

Full-Time

Work Schedule

Monday - Friday; 8am - 4:30pm

Benefits

• 100% employer paid individual medical insurance plan.
• 100% employer paid dental plan.
• Vision.
• Group Term Life Insurance (100% Employer paid).
• 401K Retirement Plan.
• Flexible Spending Account.
• Health Reimbursement Program (HRA) - Employer funded.
• Involuntary Insurance Benefits - Sun Life, Aflac.
• Employee Assistance Program (EAP).
• Free Parking.
• Attractive Time-off benefit package.
• Paid Holidays.