Administrative Assistant (Part-Time)

Beacon Communities • New Hartford, NY

4d • $18 - $21

About The Position

The Administrative Assistant provides administrative assistance, service, and support to the Property Manager and staff, and represents the company professionally to the public and community. The role handles office operations, resident and applicant assistance, correspondence, budgets, service orders, rent collection support, housing assistance billing and certifications, leasing administration, and resident orientation. The position reports to the Property Manager and does not supervise others. It is part-time and nonexempt, based at Meadows Senior Living in New Hartford, New York. Occasional visits to properties and attendance at offsite meetings or training seminars may be required.

Requirements

• High school diploma or GED.
• Strong computer proficiency, including intermediate proficiency with Word, Excel, PowerPoint, and Outlook.
• Fluency in English.
• Strong oral and written communication skills.
• Highly organized and detail oriented.
• Ability to work in a fast-paced environment where priorities change daily.
• Deadline driven, with strong initiative and a high level of professionalism.
• Manual dexterity to competently use office equipment.
• Ability to climb stairs and walk through the community.

Nice To Haves

• Associate degree or equivalent experience in business management, operations, communications, or administrative support.
• Basic proficiency with Yardi.

Responsibilities

• Greet and assist applicants, residents, and guests.
• Prepare and maintain office and rental expense budgets.
• Prepare, type, and file office correspondence, including letters, reports, and spreadsheets.
• Write service orders and maintain the service order log.
• Answer telephones professionally, direct calls, and record messages.
• Order office supplies and maintain inventory.
• Open and close the office, secure confidential files, and maintain office equipment.
• Administer rent collection efforts with the Property Manager, including cash receipts, 14-day notices, and legal correspondence.
• Process monthly Section 8 housing assistance payment billing.
• Process income certifications and recertifications.
• Process and transmit TRACS (Tenant Rental Assistance Certification System).
• Complete special projects assigned by the manager.
• Coordinate the turnover schedule with the Maintenance Supervisor.
• Perform administrative leasing duties, including intake and processing of applications, preparing and distributing applicant correspondence, interviewing eligible applicants, and preparing lease packages.
• Conduct new resident orientation.
• Foster positive, active, and collaborative relationships with residents, communities, and associated agencies.
• Work patiently, professionally, and cooperatively with residents and staff, while preserving resident and applicant confidentiality.
• Follow company policies, rules, and regulations.

Benefits

• Medical, dental, and vision coverage for employees regularly scheduled to work at least 24 hours per week.
• HSA/FSA options.
• 13 paid holidays per year.
• Paid time off including vacation days, personal days, sick time, wellness days, summer flex time, volunteer days, and early-close Fridays.
• 401(k) program with company match.
• Company-paid life insurance, with voluntary life, critical illness, hospital care, or accidental injury coverage options.
• Employee Assistance Program.
• Childcare and eldercare support.
• Career development and advancement opportunities.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED