Administrative Assistant

Duties And Essential Functions

• Aid in the daily operation of the management office and perform administrative duties according to established Company procedures and guidelines.
• Perform administrative assistant tasks such as record keeping, filing, mail collection and distribution, word processing, data entry, maintaining and replenishing office supplies, and other essential needs as required.
• Maintain, update, type, and coordinate account information in a computer database.
• Research any discrepancies regarding payments to accounts.
• Coordinate and track important dates and meetings, including turnovers, annual, and budget meetings.
• Ensure the telephone is answered properly and messages are handled courteously, accurately, and responded to promptly.
• Respond to emails within 24 hours.
• Pick up all mail daily (FedEx, UPS, USPS).
• Provide and maintain: architectural approvals, maintenance requests, sale/lease information, and any other forms specific to the property that may be developed.
• Reserve and coordinate conference room events.
• Contribute to special projects as directed.

Work Environment

This position will be located indoors and in an office setting. The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push, and pull items weighing up to 20 pounds. Manual dexterity, auditory, and visual skills are necessary. The position requires the ability to follow written and oral instructions and procedures.

Required Education And Experience

• Minimum of 1-year experience in a related position.
• Working knowledge of computer and associated programs, specifically MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Bilingual English/Spanish, a plus.
• Excellent communication and listening skills to interact with a diverse and multicultural population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in a team-oriented environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.