Administrative Assistant 2 (On-Site)

CC Apartment Managers•The Bronx, NY

4d•Onsite

About The Position

The Administrative Assistant is the first point of contact for residents and guests visiting our management office and provides administrative support to the various departmental functions occurring within the management office. Responsibilities include, but are not limited to: Superior organizational, interpersonal, and time-management skills, detail-oriented, efficient, multitasker, flexible, and eager to learn. Greet residents entering the management office professionally and courteously. Provide office support with all day-to-day administrative functions such as answering the phones, resolving resident issues, taking memos, generating and mailing reminder notices and waivers, managing and distributing daily correspondence. Manage resident requests and all incoming work orders needing repairs, assign and distribute work to the appropriate maintenance staff, schedule inspections, repairs, etc. with residents. Daily follow-up with residents and vendors to schedule and confirm repair appointments. Create work orders based on the on-call emergency calls received after hours and on the weekend. Daily update, maintains and tracks, and closes out work orders as they are returned by maintenance staff. Work with the AGM to create and track resident data information consisting of move-ins/outs, re-certifications, etc. Schedule recertification appointments, track income documentation, and waivers Monitor and manage inventory for supplies, equipment, and appliances. Ensure that the equipment sign-in/sign-out log is up to date and accurately alert the supervisor and/or management if supplies are running low and provide a weekly list inventory to be ordered. Work closely with AGM on violation mitigation repairs Coordinate extermination services with the vendor and tenant. Other assignments as directed by the supervisor.

Requirements

Superior organizational, interpersonal, and time-management skills, detail-oriented, efficient, multitasker, flexible, and eager to learn
High School Diploma or equivalency
3+ years of comparable administrative work experience

Nice To Haves

2 years in Customer Service focused role, preferred
1 year in a Front Desk focused role, preferred
Experience with Microsoft Word, Excel, Proficiency in Site Compli, Happy Co. Yardi, and RentCafe, preferred
Detail-oriented with the ability to multi-task and maintain organization in a fast-paced environment
Bilingual in Spanish, preferred

Responsibilities

Greet residents entering the management office professionally and courteously.
Provide office support with all day-to-day administrative functions such as answering the phones, resolving resident issues, taking memos, generating and mailing reminder notices and waivers, managing and distributing daily correspondence.
Manage resident requests and all incoming work orders needing repairs, assign and distribute work to the appropriate maintenance staff, schedule inspections, repairs, etc. with residents.
Daily follow-up with residents and vendors to schedule and confirm repair appointments.
Create work orders based on the on-call emergency calls received after hours and on the weekend.
Daily update, maintains and tracks, and closes out work orders as they are returned by maintenance staff.
Work with the AGM to create and track resident data information consisting of move-ins/outs, re-certifications, etc.
Schedule recertification appointments, track income documentation, and waivers
Monitor and manage inventory for supplies, equipment, and appliances.
Ensure that the equipment sign-in/sign-out log is up to date and accurately alert the supervisor and/or management if supplies are running low and provide a weekly list inventory to be ordered.
Work closely with AGM on violation mitigation repairs
Coordinate extermination services with the vendor and tenant.
Other assignments as directed by the supervisor.