Administrative Assistant (Part-Time)

Beacon Communities•New Hartford, NY

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 general public and community members. The position reports to the Property Manager and does not exercise supervision. It is classified as nonexempt. Duties include greeting applicants, residents, and guests; maintaining office and rental expense budgets; preparing and filing correspondence and other documents; managing service orders, phone calls, office supplies, equipment, and confidential files; and supporting rent collection and housing assistance billing. The role also processes income certifications and recertifications, transmits TRACS records, coordinates turnover schedules with the Maintenance Supervisor, and completes special projects assigned by the manager. Administrative leasing responsibilities include processing applications, preparing applicant correspondence and lease packages, interviewing eligible applicants, and conducting new-resident orientations. The Administrative Assistant is expected to foster positive relationships with residents, communities, and associated agencies; work cooperatively and professionally; protect resident and applicant confidentiality; and follow company policies and procedures. The role may occasionally involve visiting properties and attending offsite meetings or training seminars.

Requirements

High school diploma or GED.
Strong computer proficiency, including 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 to competently use 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

Associate degree or equivalent experience in business management, operations, communications, or administrative support.
Basic proficiency with Yardi.

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 and direct telephone calls professionally 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.
Process applications, prepare and distribute applicant correspondence, interview eligible applicants, and prepare lease packages.
Conduct new-resident orientations.
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 occasionally visit properties and attend offsite meetings or training seminars.