Administrative Assistant

Beacon Communities•Boston, MA

8d•$23 - $25•Onsite

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 position reports to the Property Manager and has no supervisory responsibilities. It is classified as nonexempt. The role supports office operations, resident services, rent collection, housing assistance and certification processes, leasing, and coordination with maintenance. The assistant is expected to work professionally and cooperatively with residents and staff, protect confidential information, and follow company policies, rules, and regulations. The position is with Georgetowne Homes in Hyde Park, Massachusetts. Spanish bilingual ability is preferred. Occasional visits to properties and attendance at offsite meetings or training seminars may be required. Beacon Communities is a privately owned real estate firm founded in 2004 that develops, acquires, invests in, and manages multifamily housing. It owns and manages approximately 150 properties, including affordable, market-rate, and mixed-income housing.

Requirements

High school diploma or G.E.D.
Strong computer proficiency.
Intermediate proficiency with Word, Excel, PowerPoint, and 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, with strong initiative and a high level of professionalism.
Manual dexterity for competent use of office equipment.
Ability to climb stairs and walk through the community.
Required competencies: teamwork, integrity/ethics, dependability, customer focus, and adaptability/flexibility.
Required functional competencies: job knowledge, communication, computer skills, personal organization skills, and interpersonal skills.

Nice To Haves

Bilingual Spanish ability is preferred.
Associate degree or equivalent experience in business management, operations, communications, or administrative support.
Basic proficiency with Yardi is desirable.

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.
Preserve and respect resident and applicant confidentiality.
Follow company policies, rules, and regulations.
Occasionally visit properties and attend offsite meetings or training seminars.

Benefits

Medical, dental, and vision coverage for employees regularly scheduled to work at least 24 hours per week.
Health Savings Account and Flexible Spending Account options.
13 paid holidays per year.
Paid time off policy including vacation days, personal days, sick time, wellness days, summer flex time, volunteer days, and early-close Fridays.
401(k) program with company match.
100% company-paid life insurance.
Voluntary life, critical illness, hospital care, and accidental injury coverage options.
Employee Assistance Program.
Childcare and eldercare support.
Career development and advancement opportunities.