Administrative Assistant

Springpoint•Denville, NJ

About The Position

The Administrative Assistant supports the supervisor and department in the overall operation of office activities, following policies, procedures, forms, and confidentiality requirements. The role maintains an atmosphere of personal interest and professionalism while providing administrative support to the Maintenance and Landscaping Departments at The Oaks at Denville, a Springpoint Senior Living Community in Denville, New Jersey. The position handles general office support, resident maintenance requests, work orders, records, supplies, purchase orders, payment vouchers, apartment renovation coordination, communications, and phone and voicemail system changes and repairs. It also assists the Director of Maintenance with budget preparation and expense monitoring, maintains vendor insurance certificates and emergency contact lists, and coordinates with residents on television repairs. The Administrative Assistant provides appropriate assistance to residents, coworkers, and visitors, attends meetings and training as directed, and may need to work off hours in emergencies. Other duties related to the essential functions of the job may be assigned by management.

Requirements

High school diploma or equivalent.
At least 2 years of secretarial or office-related experience.
Experience with scheduling and staffing.
Experience with general office equipment and basic business functions.

Responsibilities

Provide general office support, including typing, filing, answering phones, and taking messages, for the Maintenance and Landscaping Departments.
Ensure residents and others who need to know are informed of scheduled repairs.
Maintain supply inventory and order supplies.
Assist in coordinating apartment refurbishing and maintain records and files for apartment renovations.
Respond to residents’ maintenance requests and maintain work orders.
Oversee purchase orders and payment vouchers.
Check Landscaping and Housekeeping voicemail boxes as requested.
Type communications and correspondence as directed and required.
Maintain an orderly filing system for work orders, records, reports, and related materials.
Document daily work orders, separate chargeable items for accounting, and submit charge sheets monthly.
Maintain current vendor Certificates of Insurance and an emergency call list of vendors and personnel.
Assist the Director of Maintenance with budget preparation and monitor department expenditures for compliance with budget restrictions.
Coordinate television repairs with residents as needed.
Make requested additions, moves, and changes to phone and voicemail systems; coordinate system repairs as needed.
Provide appropriate assistance to residents, coworkers, and visitors.
Represent the facility professionally when attending programs, seminars, and training.
Review and understand policies and procedures outlined in employee work rules and the union contract.
Attend department meetings as directed and participate in continuing education and training as needed.
Work off hours in cases of emergency.
Perform other duties related to the essential function of the job as assigned by management.