Administrative Assistant
- Assist the Property Manager in maintaining files, reports, and resident records in an organized and confidential manner.
- Manage incoming phone calls, emails, and mail, directing inquiries to the appropriate department or staff member.
- Schedule appointments and coordinate meetings as necessary for property management.
- Assist in the preparation and distribution of notices, newsletters, and other communications for residents.
- Perform data entry, including updating tenant information and processing work orders.
- Serve as the first point of contact for residents, guests, and vendors by welcoming and assisting them in a friendly and professional manner.
- Address general inquiries from residents and visitors, ensuring a high standard of customer service is always maintained.
- Assist with resident requests, providing appropriate resources or escalating issues to the Property Manager.
- Maintain the cleanliness and organization of the office, ensuring supplies are stocked and equipment is functioning properly.
- Prepare reports, forms, and other documents as directed by the Property Manager.
- Assist with organizing community events or resident activities, including managing event logistics.
- Manage filing systems, both physical and digital, ensuring all documentation is properly labeled and stored.
- Assist with processing rental applications, certifications, and recertifications, ensuring documentation meets HUD and RHF policies.
- Help track tenant lease agreements and other related documentation, ensuring deadlines and compliance requirements are met.
- Prepare and submit routine property reports to the Property Manager and RHF headquarters as needed.
- Provide general clerical support for special projects or additional tasks assigned by the Property Manager.
- Assist in the coordination of maintenance requests and follow up on the status of work orders.
- Perform any other duties that support the efficient functioning of Marymount Manor.
- High School diploma or equivalent required; some college or administrative coursework preferred.
- Minimum of 2 years of experience in an administrative role, preferably in property management, senior living, or affordable housing.
- Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, RealPage) is a plus.
- Ability to maintain a high level of confidentiality and professionalism in all interactions.
- Strong customer service orientation with the ability to interact with seniors and residents from diverse backgrounds.
- Ability to sit, stand, and walk for extended periods of time.
- Ability to lift or move office supplies and equipment up to 25 pounds.
- Occasional local travel may be required for errands or community-related tasks.
- Competitive pay
- Health, dental, and vision insurance
- Paid time off and holidays
- Retirement savings plan
- Employee assistance and more
- Term life and Voluntary supplemental life insurance
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