Office Assistant

Position Description : SUMMARY OF POSITION

The Office Assistant is an integral administrative role, at the Twin Pines Management offices, in keeping things running smoothly across the board : from clerical tasks to departmental coordination, reception duties, mailroom responsibilities, and managing resident files at two central locations 1390 Pennsylvania Avenue and 1279 Delmar Loop. This position is the backbone of all daily office operations.

ESSENTIAL FUNCTIONS

Administration :

Provides customer service support to employees, serving as the point of contact on general office issues and questions, escalating as needed

Maintain claims tracker

Answering phones, directing calls, and preparing messages

Prints and distributes resident communication notices

Provides general support within the Operations Team

Reception :

Meets and greets residents and visitors and directs them appropriately

Notifies staff of visitor arrival

Enters work orders for residents in the Corrigo system

Follow up on open, flagged, and other service work orders

Schedules appointments for residents in Appointment Software

Time and Date stamps all correspondence collected at reception

Flexibility with work schedule

Office Supply Inventory :

Monitors and maintains an adequate supply of inventory for the pantry and storage closet (ordering, distributing and restocking).

Provides purchase receipts to Accounts Payable in a timely manner

Creates purchase orders via purchase order system

Generates monthly expense budget

Office Operations :

Walks the floor daily and ensures complete cleanliness of the office

Provides office communications support by fielding calls, answering questions, forwarding messages, confirming customer orders and keeping customers informed of order status

Coordinates the meeting room calendar for the office

Maintains equipment by completing preventive maintenance, troubleshooting failures, calling for repairs, monitoring equipment operation

Completes lunch forms, checks and reimbursement requests

Keeps an accurate seating chart and presents updates to IT and HR

Other duties deemed necessary in support of office operations

Employee Engagement :

Enhances the companys culture through employee initiative projects

Posts current news on the Notice Board and updates employee compliance documents.

Assists in the coordination of annual events

Filing :

Filing for 5,881 units property

Maintains resident file room at 1279 Delmar Loop office

Electronically saves files through MRI

Assists in implementing a new electronic file system

Mailroom :

Retrieves outgoing mail from designated locations and process for mailing

Prepares outgoing USPS / FedEx packages for delivery

Handles special delivery services such as certified or registered mail

Operates and maintains the Pitney Bowes postage machine

Receives, sorts and distributes all incoming mail

Coordinates with Finance and transport checks to the bank for processing

The above is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not to be construed as an exhaustive statement of all the job functions.

REQUIREMENTS & COMPETENCIES

To be successful File / Administrative Clerk, an employee must maintain confidential information regarding the personal history of employee records. Should possess the following skills :

Ability to identify gaps and create improvements

Teamwork and Collaboration

Project Management

Excellent computer skills scanning / filing / sorting

EDUCATION / WORK REQUIREMENTS

High School Diploma or equivalent

Superior communication skills

Strong organizational skills

Real Estate industry experience preferred but not required

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, etc.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to use discretion and exhibit high level of confidentiality

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.

Salary : $20 - $24