Administrative Assistant (Part-time)

Responsibilities

• Collections and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
• Ensures proper handling of telephone and messages.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submits for Manager’s review and approval.
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis.
• Generates and provides resident information to the Property Manager, Board of Directors and valet desk.
• Keeps track of insurance certificate requests and maintains insurance records books for both vendors and unit owners.
• Maintains supply closet and requests office supplies and equipment following established procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets, stamps and codes invoices for PM to code and approve.
• Sets up meetings for Board Approval process.
• Updates packages with new memos and policies as required.
• Prepares any resident information packages that require Board approval (e.g., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-orders as needed following established procedures.
• Maintains log for sales and cash purchases as needed.
• Fulfills other duties as required.

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.
• Working at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Auditory and/or visual emergency alarm detection.
• Extended/flexible hours, weekends, and attending Board meetings as required.
• Driving when necessary.

Additional Information

• Schedule: Monday-Friday 8:00am – 12:00pm
• Compensation: $18.00 - $20.00 per hour

Disclaimer

• 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

• Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Automated Employment Decision Tool (AEDT)

• 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 role, including skills, experience, and competencies relevant to the position requirements.

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.