Administrative Assistant

Job Overview

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Responsibilities

• Captures and prepares operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensures proper handling of telephone calls and messages.
• Prepares and submits Management Reports, committee reports, and meeting notices for Manager’s review and approval.
• Maintains and updates resident information in the computer database at least monthly.
• Generates and provides resident information to the Property Manager, Board of Directors, and valet desk.
• Maintains insurance certificate requests and records.
• Maintains supply closet and requests office supplies and equipment.
• Opens and distributes mail, prepares invoices, stamps, and codes invoices for approval.
• Sets up meetings for Board Approval process.
• Updates packages with new memos and policies as required.
• Packages and coordinates receipt of closing statements or warranty deeds.
• Maintains inventory of common area keys, transmitters, and key fobs, and re-orders as needed.
• Maintains a safe work environment and demonstrates excellent customer service, communication, and time management skills.
• Proofreads the monthly newsletter, assists with weekly communication, maintains daily logs, records, and forms.
• Maintains security by monitoring and controlling access to the building.
• Greets and directs residents, guests, and invitees.

Skills & Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• Strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management, and communications skills.
• Self-starter with excellent communication, interpersonal, and customer service and telephone skills.

Physical Requirements

• Ability to lift up to 50 lbs.
• Standing, sitting, walking, and occasional climbing.
• Talking on the phone for extended periods of time.
• Able to detect auditory and/or visual emergency alarms.
• Able to work extended/flexible hours, weekends, and attend Board meetings as required.

What We Offer

• Full comprehensive benefits including your choice of multiple medical plans, dental, and Vision.
• Time off benefits, paid holidays, and a 401k with company match.
• Occasional travel may be required to attend training and other company functions.

Compensation

$20 - $21 / Hour

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Alternative Selection Process or Reasonable Accommodations

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.