Administrative Asst- Hobbs Ciena
Phipps Houses is one of the nation’s oldest and largest not-for-profit developer/owners of affordable housing. It is a multi-faceted real estate organization involved in the development, finance, construction, and asset management of new and rehabilitated multi-family housing for low- to middle-income New Yorkers. Through its subsidiary, Phipps Houses Services, Inc., it conducts residential and some commercial property management, and its tax-exempt affiliate, Phipps Neighborhoods, provides human services to its development communities.
About the role
We are seeking a bright, energetic Property Management Administrative Assistant for part of our portfolio of affordable housing in Harlem who can help build upon our growth and is looking to learn and grow with the company. Our Company is privately held and has been a leader in the industry for affordable housing in New York City. We pride ourselves on the longevity of our staff and the team-oriented culture we have built.
Responsibilities
- Answer Property Management Department telephone calls: determine priority, resolve issues that can be resolved independently, prepare paperwork for issues that the manager may need to resolve, relay messages accurately and deliver in a timely manner.
- Provide superior administrative support to Assistant Property Manager/Property Manager/Facility Director/Area Manager: returning calls, relaying messages, developing and ensuring the delivery of correspondence, emails, faxes, etc.
- Screen all incoming PM Department mail and distribute appropriately.
- Handle resident complaints.
- Input work orders to Yardi and update as necessary.
- Attend all PM team meetings, record and file meeting minutes (if required).
- Responsible for providing status report on weekly and/or daily basis to Property Manager(s).
- Typing daily correspondence – including copying, scanning and distribution.
- Obtain tenant information sheets and ensure all tenant information in the database is correct and current.
- Mass Email Mailings – includes putting data into letter as provided by manager for Annual Inspection Letters and Reports.
- Maintain tenant contact, tenant emergency contact and vendor contact lists for distribution to staff.
- Order and track office supplies.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Prepare household composition letters.
- Other duties may be assigned.
Requirements
- Proficient in Word, Outlook, and Excel.
- Proficient in Yardi.
- 2-3 years’ experience in real estate management preferred.
- Ability to interact comfortably and effectively with employees of the company at all levels.
- Highly organized.
- Excellent verbal and written communication skills.
- Ability to multitask, prioritize, follow through, and meet deadlines.
- Excellent customer service skills.
- Bilingual Spanish/English preferred.
Qualifications
- H.S. Diploma or GED required.
- College credits of 40 or better, AS or BA degree preferred.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
- The employee is occasionally required to stand, walk, and reach with hands and arms.
- Specific vision abilities required by this job include close vision and ability to adjust focus.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Pay
Salary range for this role is $48,000 - $52,500 per annum and the position is eligible for a year-end discretionary bonus.