Administrative Assistant

Beacon Communities•Albany, NY

2d•Onsite

About The Position

The Administrative Assistant's primary responsibility is to provide administrative assistance, service, and support to the Property Manager and staff. This role also involves representing the company professionally to the general public and members of the community. The position reports to the Property Manager and has no supervisory duties. The role is classified as Nonexempt.

Requirements

High school diploma or G.E.D. required.
Strong computer proficiencies required.
Intermediate proficiency with Word, Excel, PowerPoint, Outlook.
Fluent 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.
Demonstrates strong initiative and high level of professionalism.
Manual dexterity for competent use of office equipment.
Ability to climb stairs and walk through the community.

Nice To Haves

Associates degree or equivalent experience (business management, operations, communications, and administrative support) preferred.
Basic proficiency with Yardi desirable.

Responsibilities

Greets and assists applicants, residents, and guests.
Prepares and maintains office and rental expense budgets.
Prepares, types, and files office correspondence including letters, reports, and spreadsheets.
Writes service orders and maintains a service order log.
Answers telephones professionally, directs calls, and records messages.
Orders office supplies and maintains inventory.
Opens and closes the office.
Secures confidential files and maintains office equipment.
Administers rent collection efforts with the Property Manager, including cash receipts, 14-day notices, and legal correspondence.
Processes monthly Section 8 housing assistance payment billing.
Processes income certifications/recertifications.
Processes and transmits TRACS (Tenant Rental Assistance Certification System).
Completes special projects assigned by the manager.
Coordinates turnover schedule with the Maintenance Supervisor.
Completes administrative leasing duties: intake and processing of applications, preparing and distributing applicant correspondence, interviewing eligible applicants, preparing lease packages.
Conducts new resident orientation.
Fosters a positive, active, and collaborative relationship with residents, communities, and associated agencies.
Works patiently, professionally, and cooperatively with residents and staff.
Preserves and respects resident and applicant confidentiality.
Follows company policies, rules, and regulations.