Administrative Assistant 2 (On-Site)

Recruitment Team•New York, NY

82d•$30 - $31•Onsite

About The Position

The Administrative Assistant is the first point of contact for residents and guests visiting the management office and provides administrative support for the office’s departmental functions. The role supports daily office operations, resident requests and communications, work-order coordination, resident data tracking, inventory management, and coordination with maintenance staff, vendors, residents, and the Assistant General Manager (AGM). The position is primarily sedentary and based on-site in a management office. It may occasionally involve physical activity and exposure to weather-related conditions, temperature changes, noise, or vibration.

Requirements

High school diploma or equivalent.
At least 3 years of comparable administrative work experience.
Experience with Microsoft Word and Excel.
Strong organizational, interpersonal, and time-management skills.
Detail-oriented, efficient, able to multitask, flexible, and eager to learn.
Ability to maintain organization in a fast-paced environment.

Nice To Haves

At least 2 years in a customer-service-focused role.
At least 1 year in a front-desk-focused role.
Proficiency in Site Compli, Happy Co., Yardi, and RentCafe.
Bilingual in Spanish.

Responsibilities

Greet residents entering the management office professionally and courteously.
Provide day-to-day office support, including answering phones, resolving resident issues, taking memos, generating and mailing reminder notices and waivers, and managing and distributing daily correspondence.
Manage resident requests and incoming repair work orders; assign and distribute work to appropriate maintenance staff; and schedule inspections and repairs with residents.
Follow up daily with residents and vendors to schedule and confirm repair appointments.
Create work orders based on after-hours and weekend on-call emergency calls.
Update, maintain, track, and close out work orders as they are returned by maintenance staff.
Work with the AGM to create and track resident data, including move-ins, move-outs, and re-certifications.
Schedule recertification appointments and track income documentation and waivers.
Monitor and manage inventory of supplies, equipment, and appliances; maintain the equipment sign-in/sign-out log; alert the supervisor or management when supplies are running low; and provide a weekly inventory list of items to order.
Work closely with the AGM on violation mitigation repairs.
Coordinate extermination services with the vendor and tenant.
Complete other assignments as directed by the supervisor.