What are the responsibilities and job description for the Administrative Assistant position at Crosstown Management Corp.?
Duties:
Assist Maintenance Director with all daily tasks
Field tenant complaints – Enter into system – advise Property Manager/Maintenance Director
Tenant Repair Request – Enter into system – Email/advise Maintenance Director of repair request
Coordinate access with tenants – phone calls, emails, send access/reminder letters to tenants.
Follow-up and track progress – enter updates/close file in system.
DEP – Make sure accounts on the website are all present and updated.
Fire Extinguishers - Set up and maintain files for commercial tenant fire extinguisher inspection tags including screenshots
Create correspondence form letters as needed
Water Adjustments (ongoing task)
Enter new building tenant information in system
Violations (HPD, ECB, DOB, FDNY) Request repairs/Pay Fines/ File Certifications/Renewals - enter into system
Follow-up with Maintenance / vendors
Track due dates – gather proof – file certificates of correction with proof (proposals/invoices/pics/etc. by due date
Notify Tenants that are responsible for violation compliance / payment of fines
Pay fines for certain summonses
FDNY permits
DEP CATS (Triennial) 3 year boiler registration (online renewals)
MAJOR PROJECTS
Lead Paint Inspections – Coordinate with tenants and contractors to schedule access for inspections
Bedbug Filings
Exterminator Monthly Schedule – add dates to Concierge/print lobby sign dates & times 1st of Year
Miscellaneous projects/tasks as they become necessary
Qualifications:
- Proven experience as an administrative assistant or relevant role
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with Google Suite (Docs, Sheets, Slides)
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Ability to maintain confidentiality of sensitive information
- Knowledge of MDS (Multi Date System) and Concierge Plus a plus
This is a great opportunity for someone who is organized, detail-oriented, and enjoys providing administrative support. The successful candidate will have the ability to work independently as well as part of a team.
If you meet the qualifications outlined above and are interested in joining our team as an Administrative Assistant, please submit your resume along with a cover letter explaining why you are the right fit for this position. We look forward to hearing from you!
Job Type: Full-time
Pay: $40,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Property management: 3 years (Required)
- Office: 3 years (Required)
Language:
- Spanish or Russian (Preferred)
Work Location: In person
Salary : $40,000