Administrative Asst- Melrose Section Bronx

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 it’s 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 our portfolio of affordable housing in the Melrose section of the Bronx 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. 

Salary:  $48,000 per annum and position is eligible for year-end discretionary bonus.

Duties and 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.
• Provide support for routine reporting as required.
• Handle resident complaints
• Input work orders to Yardi and update as necessary.
• Assist APM/PM in scheduling Superintendent's work and follow up on completion, advise Property Managers.
• Manage a tracking system and calendar for routine maintenance
• File department documents appropriately and provide files for PMs 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.
• Responsible for all PM file set up, organization and maintenance of file system including electronic database folders. Scan paper files/documents to ensure all files are in digital form.
• 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
• Preparation of email late notices, Notice to Pay-Rent Notices and ensure proper legal filing of notices.
• Other duties may be assigned. 

Qualifications: 

• 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.
• Bilingual Spanish/English Preferred

Educational Requirements:

• H.S. Diploma or GED required
• College credits of 40 or better, AS or BA degree preferred 

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee is occasionally required to stand, walk, and reach with hands and arms.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

Salary : $48,000