Massachusetts Staffing is hiring: Administrative Assistant in Greenfield

Greenfield Administrative Assistant

The Administrative Assistant will have responsibility for providing a superior level of customer service to the residents, guests, and team members at the property site. This role is responsible for providing administrative support to the Community Manager for a variety of property-related tasks and should be able to efficiently and effectively handle multiple tasks at a time. They will adhere to the companys mission statement and ensure the site is in compliance with all regulatory requirements. This position will be three days a week (Monday-Wednesday) for 6.5 hours each day.

Essential Functions:

• Answer or return all calls promptly and with the highest level of customer service.
• Schedule appointments and conduct in-person visits as needed.
• Listen to resident requests, concerns, and comments, refer them as appropriate.
• Develop relationships with residents to understand their needs and aspirations and develop trust.
• Initiate Maintenance Service Requests promptly and follow up with residents to ensure completion of service.
• Greet prospective tenants and show the property and its features in accordance with established procedures.
• Process applications for approval and follow up with applicants.
• Pre-qualify prospects in accordance with the company procedures and housing requirements.
• Conduct service inspections with the Service Management team to ensure apts. are in move-in condition.
• Facilitate and attend community engagement activities with residents, as directed by the Community Manager.
• Manage rental payment process.
• Prepare recertification and lease renewals, and enter data into tracking system.

Other Responsibilities:

• Contribute to cleanliness and curb appeal of the community on a continuing basis.
• Conduct market surveys and shop competitive communities.
• General clerical duties: photocopying, faxing, mailing, and filing, sign for and distribute packages.
• Track and ensure timely delivery of resident notices.
• Coordinate and maintain records for staff office, phones, parking, and office keys.
• Code and process invoices and research discrepancies as needed.

Knowledge, Skills, and Abilities:

• Excellent customer service, verbal and written communication (English and Spanish language) skills.
• Ability to type at least 35 wpm.
• Demonstrated ability to learn and operate office systems including telephone, copier, and computer systems.
• Proficiency with Microsoft Office including Word, Excel, and MS Outlook.

Education & Experience:

• High school graduate or GED equivalent.
• Customer service/administrative experience in property/hotel/retail, sales 1+ year.
• Experience and proficiency of Microsoft Office industry software such as Yardi a plus.