Job Title: Administrative Assistant for Property Management
Department: Property Management
Supervisor: Director of Property Management
Summary
Provides general office management support for Property Management Department. This position covers the front/ receptionist desk in the receptionist’s absence.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
ADMINISTRATIVE
Assist Front Desk/Reception Area including mail distribution responsibilities and providing high quality customer services to all staff, tenants, and other related Hope Community contacts.
Provided administrative support for the entire Property Management department including incoming and outgoing mail distribution, answer all incoming calls, logging all messages for staff when not available, photocopying scanning and filing documents as needed and other related activities to ensure high quality customer services.
Other duties as assigned by the Director of Property Management
OFFICE MANAGEMENT
Responsible for cleanliness and full management of the office administration, including keeping office equipment in good working order
Responsible for monitoring the office supply inventory and preparing purchase orders as needed for supervisor’s approval. Follows through with the purchasing process by confirming deliveries and providing documentation to and from Fiscal department.
Responsible for monitoring the general upkeep and maintenance of tenant files
Maintain the company file archival storage and retrieval function.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Use of Technology – Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.
Communications – Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan.
Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Confidentiality – Agree to hold all confidential information in trust and strict confidence and agree that it shall be used only for the purposes required to fulfill employment obligations, and shall not be used for any other purpose, or disclosed to any third party.
Education and/or Experience
High School graduate; or (3) three or more years related experience and/or training; or equivalent combination of education and experience. Experience with computerized systems and office equipment. Bi-lingual (English/Spanish) preferred
To apply for this job email your details to hr@hopeci.org
