Description
Job Overview:
The Administrative Assistant serves as the primary point of contact at the community amenity center. This position combines administrative support with front-facing customer service responsibilities. The role focuses on assisting residents and guests, as well as administrative support. The assistant greets owners and visitors, checks in guests, helps residents acclimate to community amenities and policies, and from time to time supports the enforcement of amenity center rules in a professional and courteous manner.
Your Responsibilities:-
Provide professional front desk coverage and serve as the welcoming point of contact for residents, and their guests.
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Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
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Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
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Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
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Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
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Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
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Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
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Sets up meetings for Board Approval process.
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Keeps packages updated with new memos and policies as required.
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Prepares any resident information packages that require Board approval, (i.e., Architectural Modification).
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Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
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Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.
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Follows safety procedures and maintains a safe work environment.
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Demonstrates excellent customer service, communication, and time management skills.
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Proofreads the monthly newsletter, assists with weekly communication.
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Maintains daily log, records, and forms.
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Monitors and controls access to the building.
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Greets and directs residents, guests, and invitees.
Skills & Qualifications:-
Associates degree with concentration in business preferred, or equivalent combination of education and experience.
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Three (3) to Five (5) plus years of related work experience.
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Computer literacy: Intermediate proficiency in Microsoft Windows software.
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Must possess strong administrative background.
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Strong working knowledge of customer service principles and practices.
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Excellent interpersonal, office management and communications skills.
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Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Physical Requirements:-
Physical demands include ability to lift up to 50 lbs.
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Standing, sitting, walking and occasional climbing.
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Required to work at a personal computer for extended periods of time.
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Talking on the phone for extended periods of time.
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Ability to detect auditory and/or visual emergency alarms.
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Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
Schedule: Wednesday - Sunday, 9:00am - 5:30pm
What We Offer:
As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $21.00 per hour
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
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Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.
Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel
[email protected].
Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at
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