Administrative Assistant - 55 Hudson

Greystar Management Services•Jersey City, NJ

About The Position

Greystar is hiring an Administrative Assistant to provide administrative and clerical support to a department or group of team members and managers. The role involves maintaining property facilities and permits, welcoming visitors, coordinating calendars and meetings, managing office supplies and vendor relationships, handling calls and correspondence, processing mail and invoices, and maintaining shared office spaces. The position also prepares reports and analysis and performs other duties as assigned or necessary. The hourly pay range is $24.00–$26.00. Pay within the range may depend on business requirements, prior experience, current skills, and geographic location. This role may be eligible for a performance-based bonus program. Benefits listed for full-time employees include medical, dental, vision, disability, and life insurance; paid time off; paid holidays; a 401(k) with company match; paid parental leave; fertility benefit reimbursement; and other voluntary benefits. For onsite team members, an onsite housing discount may be available subject to discount and unit availability.

Responsibilities

Ensure property facilities and office systems are in working condition, coordinating with vendors, contractors, building management, and other service providers as needed.
Maintain current city permits for properties, including alarm, pool, spa, boiler, and hazardous-material recycling permits.
Welcome visitors, guests, and visiting team members; provide refreshments, direct them to meeting rooms and offices, and answer questions about facilities, transportation, and business arrangements.
Maintain calendars for meetings, events, and appointments; schedule meeting rooms and resolve scheduling conflicts.
Monitor office supplies and equipment inventory, order supplies within established budgets and approval processes, and liaise with vendors regarding repairs, lease renewals, maintenance, supplies, invoices, and billing.
Answer incoming calls, direct callers, respond to questions, take and deliver messages, and follow up as needed.
Prepare and proofread documents, letters, presentations, and other communications; create graphs and displays; comply with document-retention policies; and act as a liaison for communications questions.
Handle incoming and outgoing mail and deliveries, maintain postage meters and shipping supplies, distribute incoming mail, sort priority items, and prepare special-delivery packages.
Receive, verify, approve, and process invoices, purchase orders, and bills; maintain transaction and purchasing records; and ensure vendors are approved and compliant.
Keep reception areas, conference rooms, break rooms, and other common areas clean, stocked, and presentable.
Complete human resources, financial, administrative, and other reports and analysis.
Perform other duties as assigned or necessary.

Benefits

Medical insurance
Dental insurance
Vision insurance
Disability insurance
Life insurance
Paid time off
Paid holidays
Onsite housing discount for onsite team members, subject to discount and unit availability
Paid sabbatical after 10 years of service and every 5 years thereafter
401(k) with company match up to 6% of pay after 6 months of service
Paid parental leave
Fertility benefit reimbursement up to $10,000, including adoption or surrogacy
Employee Assistance Program
Critical illness, accident, and hospital indemnity plans
Pet insurance
Legal plans
Charitable giving program and benefits
Performance-based bonus eligibility