Administrative Assistant

COMMUNITY HOUSING INNOVATIONS INC•New York, NY

4d•$24 - $50,004•Onsite

About The Position

The Administrative Assistant provides direct support to the Program Director and indirect support to program staff. Responsibilities include basic office coordination and supplies and inventory management, secretarial and clerical duties, and customer service to facility residents. Previous experience as an Administrative Assistant is essential, with strong organizational and communication skills and dexterity in office software including MS Word and PowerPoint, email tools, spreadsheets, and databases. Ultimately, the Administrative Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Requirements

High School Diploma or GED required
2+ years of experience in office administration or project management is required.
Excellent verbal and written communication skills.
Proficiency in English required
Intermediate level proficiency in MS Office (Word, Excel, PowerPoint, Access), Outlook.
Ability to use a computer, fax, scanner, create/edit PDF’s and save electronic files.
Ability to create and maintain Excel spreadsheets.
Ability to create organized filing systems.
Exceptional customer service skills and professional phone manner.
Strong and evident belief in the mission and core values of Community Housing Innovations.

Nice To Haves

Associates degree in Business Administration preferred.
multi-lingual and Spanish proficiency prioritized.

Responsibilities

Order program and office supplies and keep track of inventory.
Assess and maintain equipment needs, including repairs and maintenance.
Liaise with facility management vendors, including cleaning, etc.
Plan in-house or off-site activities, celebrations, and conferences.
Perform secretarial and clerical duties.
Schedule meetings and appointments.
Record and report daily census to DHS and CHI administration.
Maintain pertinent records for State, City and CHI requirements.
Enter work order information into Yardi.
Create work orders in Yardi, call out to field in emergency situations.
Maintain invoices, billing statements, and purchase orders.
Reconcile petty cash and submit monthly expense reports to administration.
Schedule job interviews for specific NYC sites and assist other NYC sites as needed.
Assist with updating spreadsheet in tracking applicant process.
Assist with orientation for new hires including ensuring they have a workspace set up and needed supplies for their first day.