Administrative Assistant


Published
July 14, 2021
Category
Job Type
Work Hours
8am-5pm
Street Address
500 Linden Oaks Suite 140
City
Rochester, NY

Description

The Administrative Assistant is a temp to hire or direct hire position for a company located in Henrietta. Provides administrative support to commercial and residential managers. Assists other corporate office staff as needed. Participates in the switchboard function at the corporate office. Pay is 25-26/hr.

Responsibilities

General

  • Provide administrative support to the commercial and residential managers and all other departments including, but not limited to, handling correspondence, screening mail/e-mail, maintaining calendars on Outlook and/or Google, and special projects.
  • Furnish on-site administrative support to site personnel as needed including, but not limited to, answering phones, filing, and processing resident information utilizing Boston Post.
  • Update slide show for lobby.
  • Code expenses on credit card invoices in Avid.
  • Attend commercial and residential management meetings. Document and distribute the minutes.
  • Assist in organizing/preparing residential and commercial management meetings.
  • Maintain emergency contact information for all sites, including providing same information to appropriate community authorities.
  • Administer company apparel orders semi-annually and on an “as needed” basis.
  • Organize and file various types of documentation for all departments.
  • Substitute for Receptionist as necessary.
  • Maintain positive customer service attitude; be pleasant, professional and responsive to visitors and vendors.

Compliance

  • Understand and conduct all business in accordance with regulations of HUD,DHCR, HFA, and all other federal and state supervisory agencies, Fair Housing, Americans with Disabilities Act, OSHA, federal, state, local and all other laws pertaining to multifamily housing and employees.
  • Follow all company rules, regulations, policies, and procedures as set forth in training sessions, manuals, memos and other means of communication.
  • Attend scheduled meetings as required.
  • Maintain positive customer service attitude; be pleasant, professional, and responsive to visitors and vendors.

Education

  • High School Diploma or equivalent.
  • NYS Notary License must be obtained within six months of hire.

Experience

  • Minimum five (5) years prior administrative support or general office experience.
  • Extensive knowledge and experience with Microsoft Office and ability to navigate the Internet.
  • Command of the English language with the ability to edit the work of others.
  • Familiar with standards for business correspondence including letters, memos, and contracts.

Knowledge, Skills, Abilities, and Other Characteristics

  • Excellent interpersonal, customer service, organization, time management, conflict resolution, and verbal and written communication skills.
  • Able to manage a flexible schedule including overtime.
  • Able to walk, lift and move light loads (20 lb. max), bend, stoop, and climb stairs on a regular basis.
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