Administrative Assistant - PAM

Phipps Houses•New York, NY

16h•$48,000 - $50,000•Onsite

About The Position

Phipps Houses is seeking a bright, energetic Property Management Administrative Assistant for some of their affordable housing locations in Harlem. This role is an opportunity to build upon the company's growth and for the individual to learn and grow with the company. Phipps Houses is a privately-held company and a leader in the industry for affordable housing in New York City, known for staff longevity and a team-oriented culture.

Requirements

Proficient in Word, Outlook and Excel
Proficient in Yardi
2-3 years’ experience in real estate management preferred.
Ability to interact comfortably and effectively with employees of the company at all levels.
Highly organized.
Must have excellent verbal and written communication skills
Ability to multitask, prioritize, follow through and meet deadlines.
Excellent customer service skills.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Nice To Haves

Bilingual Spanish/English Preferred
College credits of 40 or better, AS or BA degree preferred

Responsibilities

Answer Property Management Department telephone calls: determine priority, resolve issues that can be resolved independently, prepare paperwork for issues that the manager may need to resolve, relay messages accurately and delivery in a timely manner.
Provide superior administrative support to Assistant Property Manager/Property Manager/Facility Director/Area Manager: returning calls, relaying messages, developing and ensuring the delivery of correspondence, emails, faxes, etc.
Screen all incoming PM Department mail and distribute appropriately.
Provide support for routine reporting as required.
Handle resident complaints.
Input work orders to Yardi and update as necessary.
Assist APM/PM in scheduling Superintendent's work and follow up on completion, advise Property Managers.
Manage a tracking system and calendar for routine maintenance.
File department documents appropriately and provide files for PMs as necessary.
Attend all PM team meetings, record and file meeting minutes (if required).
Responsible for providing status report on weekly and/or daily basis to Property Manager(s).
Typing daily correspondence – including copying, scanning and distribution.
Responsible for all PM file set up, organization and maintenance of file system including electronic database folders. Scan paper files/documents to ensure all files are in digital form.
Obtain tenant information sheets and ensure all tenant information in the database is correct and current.
Mass Email Mailings – includes putting data into letter as provided by manager for Annual Inspection Letters and Reports.
Maintain tenant contact, tenant emergency contact and vendor contact lists for distribution to staff.
Order and track office supplies.
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Prepare household composition letters.
Preparation of email late notices, Notice to Pay-Rent Notices and ensure proper legal filing of notices.
Other duties may be assigned.