Administrative Asst- Hobbs Ciena

Phipps Houses•New York, NY

7d•$48,000

About The Position

Phipps Houses is one of the nation’s oldest and largest not-for-profit developer/owners of affordable housing. It is a multi-faceted real estate organization, involved in the development, finance, construction and asset management of new and rehabilitated multi-family housing for low to middle income New Yorkers. Through its subsidiary, Phipps Houses Services, Inc., it conducts residential and some commercial property management, and its’ tax-exempt affiliate, Phipps Neighborhoods, provides human services to its development communities. JOB DESCRIPTION: We are seeking a bright, energetic Property Management Administrative Assistant for part of our portfolio of affordable housing in Harlem who can help build upon our growth and who is looking to learn and grow with the company. Our Company is privately-held, and has been a leader in the industry for affordable housing in New York City. We pride ourselves on the longevity of our staff, and the team-oriented culture we have built.

Requirements

Proficient in Word, Outlook and Excel
Proficient in Yardi
2-3 years’ experience in real estate management preferred.
Ability to interact comfortably and effectively with employees of the company at all levels.
Highly organized.
Must have excellent verbal and written communication skills
Ability to multitask, prioritize, follow through and meet deadlines.
Excellent customer service skills.

Nice To Haves

Bilingual Spanish/English Preferred
College credits of 40 or better, AS or BA degree preferred

Responsibilities

Answer Property Management Department telephone calls: determine priority, resolve issues that can be resolved independently, prepare paperwork for issues that the manager may need to resolve, relay messages accurately and delivery in a timely manner.
Provide superior administrative support to Assistant Property Manager/Property Manager/Facility Director/Area Manager: returning calls, relaying messages, developing and ensuring the delivery of correspondence, emails, faxes, etc.
Screen all incoming PM Department mail and distribute appropriately.
Handle resident complaints
Input work orders to Yardi and update as necessary.
Attend all PM team meetings, record and file meeting minutes (if required).
Responsible for providing status report on weekly and/or daily basis to Property Manager(s).
Typing daily correspondence – including copying, scanning and distribution.
Obtain tenant information sheets and ensure all tenant information in the database is correct and current.
Mass Email Mailings – includes putting data into letter as provided by manager for Annual Inspection Letters and Reports.
Maintain tenant contact, tenant emergency contact and vendor contact lists for distribution to staff.
Order and track office supplies
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Prepare household composition letters
Other duties may be assigned.