ADMINISTRATIVE ASSISTANT / RECEPTIONIST

General Purpose

This individual reports to the President and the property manager and is responsible for providing a wide range of administrative and office support activities to the management staff of a small multi-family residential rental firm. It is the Administrative Assistant’s job to facilitate the efficient operation of the organization. The position also requires significant responsibility for handling client telephone inquiries and service requests.

Main Job Tasks and Responsibilities

• receive and direct visitors and clients, and answer, screen and transfer inbound phone calls;
• general clerical duties including photocopying, fax, mailing, sorting and distributing incoming correspondence;
• maintain electronic and hard copy filing system and retrieve documents from system;
• handle requests for information and data;
• assist in the resolution of tenant problems and inquiries;
• prepare written responses to routine inquiries;
• prepare and modify documents including correspondence, reports, drafts, memos and emails;
• maintain office supply inventories by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies;
• coordinate and maintain records for staff, telephones, parking and petty cash, and receive rent payments; and
• contribute to team effort by accomplishing related results as needed or directed.

Education and Experience - Associate’s Degree or More preferred

• computer skills and knowledge of relevant software [Microsoft Office];
• knowledge of operation of standard office equipment;
• knowledge of clerical and administrative procedures and systems such as filing and record keeping; and
• knowledge of principles and practices of basic office management

Key Competencies

• customer service orientation and professional oriented disposition
• strong communication skills - written and verbal
• planning, organizing and prioritizing
• problem assessment and problem solving
• attention to detail and accuracy
• teamwork 
• bilingual a plus

PLEASE ATTACH RESUME, COVER LETTER AND WRITING SAMPLE TO THIS AD WHEN REPLYING