Administrative Assistant

OVERALL PURPOSE Provide administrative support to the members of the Residential Property Management Department which manages a variety of types of residential properties. Candidate will also liaison with and support other departments in a secondary capacity, provide back up to the front desk receptionist and help manage office equipment including computer and IT related tasks if requested. The position requires experience in a fast-paced environment with the ability to execute a wide variety of complex and professional skills in a professional and timely manner with a high level of self-direction. ESSENTIAL FUNCTIONS Hours are Monday through Friday 8:30am to 5:00pm Maintain property status reports with tasks and work order information Manage vendor contracts, insurance certificates, appointments, contact information and vet new potential vendors Maintain and follow up on state and local documents Conduct credit/criminal background checks for tenant applicants as requested, report to manager and maintain records Update and maintain current contact information of owners, tenants, and Boards for for accurate mailings File maintenance including setting up files for new properties and updating and maintaining existing files as needed, including document research and retrieval for mailing agreements, leases, etc. Return calls to owners/tenants/vendors as required, make calls for managers, and conduct follow up calls as needed, maintain record of customer/client interactions Receive, process and distribute mail, including returned mail follow up Complete Association mailings regarding meetings, notices, memos, and proxies Schedule meetings, maintain meeting minutes, attend meetings as needed Keep management software updated with all account information Create and maintain email files and folders for tenants, vendors, staff Create and edit photos and graphics as needed for flyers, advertisements, and mailings Greet and make visitors feel welcome at front desk, answer and transfer calls as needed at reception, distribute incoming documents, mail, packages if needed Complete other duties as required. Job Type: Part-time Pay: From $18.00 per hour Expected hours: No more than 30 per week Benefits: 401(k) 401(k) matching Dental insurance Health insurance Retirement plan Work Location: In person