Corporate Administrative Assistant

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Portfolio Resident Services, a non-profit organization affiliated with the affordable housing industry, is looking for a detail-oriented Corporate Administrative Assistant to join our Corporate Support Staff Team to perform various administrative duties. The successful candidate will thrive in a stable and methodical environment. This individual will enjoy working as part of a small team and accomplishing tasks in an orderly and systematic way to meet critical deadlines. The position requires an individual with excellent computer and communication skills to successfully complete tasks and interact with both internal and external stakeholders.

POSITION SUMMARY

The Corporate Administrative Assistant plays a crucial role in assisting the departments of Human Resources and Accounting and the Sr. Director of Administration with various administrative tasks. This position requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality.

Full-time position

Monday - Friday

*Click HERE to complete this survey to be considered for this position *

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist with data entry tasks related to accounts receivable, accounts payable and payroll.
• Assist with management of the company credit card program.
• Assist with reconciliation of bank accounts and subsidiary ledgers.
• Support month-end and year-end financial closing processes by preparing reports and assisting with audits.
• Perform key tasks related to employee onboarding/offboarding processes.
• Conduct initial review and follow-up for delinquent accounts.
• Address inquiries from employees, vendors, and clients.
• Perform all tasks related to the acknowledgement of employee anniversary dates.
• Manage the ordering and distribution of business cards for company-wide staff.
• Perform all tasks related to incoming/outgoing mailing and shipping needs of the department.
• Maintain the shared corporate calendar and contribute as requested to senior staff calendars.
• Receive and manage redirected department phone calls.
• Assist with organizing office-wide events/special occasions.
• Manage requests for acknowledgement of employee events (ex: awards, flowers, sympathy cards, etc.)
• Contribute to company-wide newsletter monthly.
• Perform timely updates of operational data in multiple systems impacting other departments.
• Others duties as may be assigned.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• High school diploma and office administrative assistant experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to report to the Houston corporate office location 5 days/week.
• College degree or completion of college courses a plus.
• Familiarity with HRIS, payroll, Quickbooks and Smartsheet a plus.

BENEFITS:

• Health insurance (employee only coverage)
• Dental insurance
• Vision Insurance
• Safe Harbor 401(k) with immediate vesting
• 401(k) matching up to 5>#/li###
• Employee assistance program
• Flexible Spending Account
• Paid Time off
• Over 20 paid Holidays
• Possibility of hybrid work schedule after 90-day initial training period

Again, don't forget to complete the survey to be considered, click HERE for survey.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. Overnight travel, nights and weekends as requested with notice.

NOTE:

This in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

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