Administrative Assistant

Beacon Communities•Hyde Park, MA

7d•Onsite

About The Position

The Administrative Assistant provides administrative assistance, service, and support to the Property Manager and staff at Georgetowne Homes in Hyde Park, Massachusetts. The role represents the company professionally to the public and community and works collaboratively with residents, staff, communities, and associated agencies. The position reports to the Property Manager and has no supervisory responsibilities. It is classified as nonexempt. The position supports office operations, resident services, rent collection, housing assistance billing, income certifications, leasing administration, and property coordination. The assistant is expected to protect confidential information, follow company policies, and work professionally and patiently in a fast-paced environment where priorities may change. Occasional travel to properties and offsite meetings or training seminars may be required.

Requirements

High school diploma or GED.
Strong computer proficiency.
Intermediate proficiency with Microsoft 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 approach.
Strong initiative and a high level of professionalism.
Manual dexterity to use office equipment competently.
Ability to climb stairs and walk through the community.
Required core 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 preferred.
Associate degree or equivalent experience in business management, operations, communications, or administrative support preferred.
Basic proficiency with Yardi 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 telephone calls professionally, direct calls, and record messages.
Order office supplies and maintain inventory.
Open and close the office; secure confidential files and maintain office equipment.
Assist the Property Manager with rent collection, 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 application intake and processing, 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 resident and applicant confidentiality and follow company policies, rules, and regulations.
May visit properties and attend offsite meetings or training seminars.