Position Summary
Provides general administrative and clerical support to the Management Office. Responsibilities include managing the reception area, coordinating resident requests, processing standard invoices, and maintaining Association records. Assists with basic data entry for budgets and payroll while ensuring a high level of customer service to owners and vendors.
Qualifications
Minimum
- High school graduate or equivalent; college degree preferred.
- Working knowledge of basic accounting procedures, with ability to understand, prepare, analyze, and utilize financial statements, budgets, and financial spreadsheets.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office, including Word, Excel, Outlook, Publisher, Windows 7 Professional & familiar with Windows 8; 50-60 wpm typing ability
- Ability to act with sensitivity and responsiveness to the needs of owners, residents, vendors, and visitors
- Able to continually articulate and demonstrate positive customer relations
- Demonstrated self-starter and resourceful approach to problem resolutions
- Ability to work effectively and tactfully with owners, staff, vendors, residents and visitors
- Able to articulate and demonstrate effective conflict resolution skills
- Maintain a neat, clean and well-groomed appearance per the Association’s standard
Desired
- Bilingual skills (Japanese, Korean) a plus.
- Two (2) years of general office or customer service experience.
- Equivalent experience in accounting procedures and elementary financial analysis combined with personnel and wage and benefits administration.
- Associate degree or administrative certification preferred.
Physical, Cognitive, and Environmental Demands
The demands described below are representative of those that must be met by an incumbent to perform the essential job-specific criteria. Reasonable accommodation may be made to enable individuals with disabilities.
1. Prolonged Sitting - extended periods sitting at a desk, working on computers, and in meetings.
2. Repetitive - Frequent use of hands, fingers, and wrists for typing, using a mouse, and handling documents
3. Occasional Lifting/Moving - The ability to occasionally lift and move items up to 10-25 pounds, such as files, office supplies, or equipment.
4. Mobility - Walking short distances, bending, stooping, twisting, crouching, and reaching to access files, retrieve objects, or move around the office.
5. Vision and Hearing - Good vision is essential for reading documents, computer screens, and presentations. Clear speaking and adequate hearing are necessary for effective communication in person, via phone, and during video conferences.
6. Complex Problem-Solving: Anticipating issues, identifying problems, and proactively developing solutions, often under pressure.
7. Advanced Organizational Skills - Managing intricate calendars, prioritizing a high volume of diverse tasks, and maintaining complex filing and record-keeping systems (both physical and digital).
8. Exceptional Time Management - Orchestrating schedules, meeting deadlines, and effectively prioritizing tasks for both themselves and the executive(s) they support, often in a fast-paced environment with constantly shifting priorities.
9. Critical Thinking and Decision-Making - Making informed judgments and recommendations, often on behalf of the executive, and adapting quickly to changing circumstances.
10. High-Level Communication - Mastering clear, concise, and professional written and verbal communication for diverse audiences, including internal teams, external stakeholders, and clients. This includes active listening and the ability to convey complex information effectively.
11. Discretion and Confidentiality - Handling highly sensitive and confidential information with unwavering integrity and judgment.
Supervision
Supervision Exercised:
None
Supervision Received:
Receives direct supervision from the General Manager and Assistant General Manager; occasional direct supervision from the Property Manager or the President of the Board of Directors.
Performance Requirements
Human Resources and Records Management
- Assists with filing and organizing general personnel and office records
- Handles the initial processing of new hires and ensures accurate completion of required personnel forms. Enters all documents into the employee's personnel file.
- Monitors employees' service anniversary dates for accurate and timely application of benefits.
- Updates and purges employee files periodically.
- Coordinates the company's employee timecards; clarifies discrepancies and unusual entries.
- Secures and examines employee time & attendance payroll submittals; clarifies discrepancies and unusual entries.
- Completes timesheets for each payroll period and submits timesheets to Management Company for processing. Picks-up and distributes paychecks.
- Ensures the timely and accurate enrollment of new and current employees in all relevant benefit plans.
Office Communication and Liaison
- Drafts routine correspondence, notices, and memos based on templates or specific instructions.
- Answers routine correspondence independently or replies according to general instructions from the General Manager. Prepares memos for issuance to employees regarding operational or administrative matters.
- Acting as the first point of contact for resident questions and vendor deliveries.
- Screens telephone calls, personal and confidential mail, fax messages, and a variety of general correspondence. Refers calls, mail, and correspondence to the General Manager according to priority.
- Interacts directly with tenants, guests, visitors, and business representatives. Provides first-line assistance and support regarding questions, complaints, or directions. Refers unusual or difficult situations to the General Manager.
- May represent the General Manager at meetings.
- Attends to the business needs of the General Manager; performs special errands and tasks, as directed.
- Conducts periodic visitations to the Property Management office for delivery or pick-up of administrative material.
- May make minor administrative decisions requiring initiative, judgment, and knowledge of Ae’o practices, policies, and organization.
Information Management and Resident Outreach
- Develops, prepares and publishes special tenant-directed newsletters, postings, website, and informational matter:
- Prepares orientation packets for issuance to all new residents.
- Writes and composes the Newsletter with the support and input the General Manager. Submits the final copy for review and approval of the manager.
- Develops the monthly Calendar issued to all tenants before each month. The calendar includes a listing of special events, scheduled cleaning and maintenance, and other news items of significance to the tenants.
- Maintains and updates the company bulletin boards for tenants and employees and ensures the posting of all relevant internal and legal information.
- Maintains and updates the Digital Signage System for tenants and ensures the posting of all relevant information.
- Maintains and updates the property’s website with relevant information and updates.
Financial and Operational Administration
- Assists General Manager in the preparation and administration of the company's financial operations.
- Assists in the preparation, review and approval of the budget prior to the new fiscal year.
- Assists with basic data entry and clerical organization of financial documents for the annual budget process
- Assists in the preparation of spreadsheets and conducts database analysis of actual performance to budget throughout each fiscal year.
- Processes departmental requests for equipment and supplies. Prepares invoices, places orders, and arranges for deliveries and/or pick-ups. Verifies accuracy of order upon receipt.
- Prepares invoices for payment of billings subject to approval of the General Manager. Upon approval, each invoice is date/time stamped; affixed with the manager's signature stamp verifying approval; assigned a budget code; and referred to Management Company for payment.
- Maintains and updates the property’s website with relevant information and updates.
- Other Duties as assigned by the General Manager
Pay: $25.00 - $28.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
