Administrative Assistant and Data Entry

The Caleb Group is looking for a capable and highly detail oriented person to serve as the Administrative Assistant and Data Entry specialist for the home office in Lynn, MA. This position is an integral part of the home office team and provides support to 10 site teams and 28 properties located throughout the New England region. The ideal candidate will have the ability to multitask in a high volume setting with a strong attention to detail.

Data Entry and Accounting Responsibilities:

• Assisting with accounting processes such as accounts payable, tracking and support, collecting COIs and W9s
• Assist in bi-weekly check runs
• Maintains all accounts payable reports, spreadsheets and corporate accounts payable files.
• Reviews all invoices for appropriate documentation and approval prior to payment.
• Enter invoices that come to the main office for all sites via Yardi PAYscan.
• Monthly, quarterly and yearly reports, including 1099’s for vendors.
• Ensures that all mortgages, utility and tax invoices are paid on a timely basis.
• Post monthly recurring bills and monthly journal entries.

Administrative Responsibilities:

• Answering phones and directing calls appropriately
• Receiving, sorting and distributing mail
• Coordinating shipping for overnight packages
• Monitoring and maintaining office systems and supplies
• Maintaining an accurate filing system (hard and digital files) and database
• Providing ongoing support for administrative and managerial staff
• Managing calendars, coordinating meeting scheduling and special events
• Assisting with meetings and events, including the preparation of materials, agendas, distributing materials, and taking meeting minutes and notes
• Supporting the Annual Appeal and fundraising events

A qualified candidate must possess the following:

• 3 years of corporate office and/or non profit experience
• Familiarity with data entry and/or accounting fundamentals
• Strong familiarity with Excel and Quickbooks
• Excellent organization skills, with the ability to handle multiple simultaneous projects
• Meets deadlines and consistently produces high quality work
• Ability to identify key issues/problems and provide solutions
• Team player, but able to work independently.
• Ability to operate general office equipment
• Candidate must possess exceptional communication skills

We offer full benefits (health, dental, 401(k) with Match, Time Off, and Paid Holidays).

Salary commensurate with experience. Please include a resume with all inquiries.

The Caleb Group is a nonprofit affordable housing organization based in Lynn, MA with communities in Maine, New Hampshire, Massachusetts and Connecticut. We own, manage or partner in the operation of over 2,000 affordable units housing over 4,000 residents. The Caleb Group provides resident services at all our properties to provide our residents with resources they can use to stabilize and thrive.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Supplemental Pay:

• Bonus opportunities

Education:

• Associate (Preferred)

Ability to Relocate:

• Lynn, MA 01904: Relocate before starting work (Required)

Work Location: In person