Description
Position Summary: The Administrative Assistant provides administrative support for property staff and their direct reports and helps to coordinate all activities related to the property. Must be able to multi-task, have attention to detail, and be well organized. This position operates within and contributes to an environment with Fair Housing laws and Equal Employment Opportunity.
Main Job Responsibilities:
- Support the administrative needs of the Property Manager and their management level staff to ensure that letters, documents, and other various materials are produced with accuracy and to high quality standards within established time frames
- Use various software packages and visual aids to produce accurate documents, presentation materials, charts, and graphics (type, proof, organize, design, create fonts, layout, etc.)
- Organize, research and gather required data as needed
- Handle documents with confidentiality and discretion
- Generate copies of printed materials and proofread for quality and consistency
- Handle departmental mailings in a timely manner
- Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner
- Set up and maintain accurate files and records that may be easily accessed by staff. Ensure that all filing is updated in a timely fashion.
- Greet visitors, screen incoming calls, and schedule appointments
- Monitor stock of forms and supplies as needed
- Organize meetings on- or off-site to include: scheduling supplies or equipment assembly, follow-up, and agenda/minutes/notes preparation and distribution
- Provide assistance in preparing and monitoring department budget to ensure accurate information is submitted to management within all necessary time frames
- Provide support in reviewing and processing invoices for accuracy and timeliness
- Forward departmental invoices to appropriate party for review and approval
- Provide general support for Property Manager to ensure that all department functions are always supported
- Answer telephones for property and assist with all department telephones as needed. All telephones must be answered before the fourth ring.
- Display flexibility and willingness to performing other duties as assigned, as responsibilities may change
- Provide support with miscellaneous administrative duties to aid property in being continually well-managed
- As assigned by Property Manager, perform administrative duties necessary to the day-to-day running of the office as a whole in a proactive and positive approach
- Recognize one's role as part of the administrative support team and function as same. This requires initiative to pitch in and help when the opportunity is presented.
Essential Skills and Abilities: (Describes the core skills, competencies, and characteristics that the candidate must display to be successful in this role)
- Minimum of 3 years’ experience providing clerical and administrative support
- Must be proficient in Word, PowerPoint, and Excel
- Typing: 75 wpm
- Strong organizational and administrative skills
- Be reliable, self-motivated, courteous, patient and compassionate
- Must be detail-oriented, able to work as a team player, and able to prioritize and perform multiple projects
- Must have a good command of the English language, be able to spell and accurately proofread correspondence prior to mailing
Required Education and Experience: (Describes the minimum education, training, knowledge and experience which are required to competently perform the job duties of this position)
- High School Diploma/GED required
Certificates/Licenses/Registrations: (if applicable)
- Knowledge of property management and affordable housing programs preferred
Work Environment: (Describes the characteristics that represent the work environment the employee will encounter while performing the essential functions of this job. reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
- Prolonged periods sitting at a desk and working on a computer
What You Bring:
- 2+ year of administrative or clerical experience
- Bilingual English and Spanish required
- Must be organized with excellent computer and customer service skills. Previous housing experience is a plus but not required.
- Must have ability to assist at the Bronx location when needed. This would not be every day and would planned, scheduled days when needed. Travel between the sites on the same day will not be required.
- Strong organized person, tech savvy
- Previous Housing experience a plus
- There might some time that they will be working on other property as needed only
Why Wingate?
Wingate is a trusted leader in real estate management. We value teamwork, integrity, and service—and we’re looking for people who want to grow with us. You’ll be part of a supportive team making a difference in the community every day.
Apply today to join a mission-driven company with room to grow!
