Administrative Assistant - Operations

Job Description

Job Description

Job Summary:

Prominent luxury Property Management firm is seeking a full-time Administrative Assistant to assist the facilities & operations function for a high-end residential portfolio. The ideal applicant will have prior experience in a professional business or real estate setting with executive administrative experience and/or facilities experience. This is a Monday through Friday onsite position.

Job Specific Responsibilities and Duties:

• Answers phone for the Operations office and greets guests
• Act as a liaison between building operations and hospitality staff, management, and shared service teams to support continued operations.
• Provide progress reports and budget status of ongoing projects. Confer with individual maintenance personnel as needed to evaluate total performance against requirements for sustained operations.
• Review requests for maintenance assistance and assess the requirements for fulfillment.
• Coordinate with corporate purchasing team regarding inventory and material needs across the residential portfolio.
• Assist with management reports
• Attend meetings, take meeting minutes, prepare building work order memos and staff announcements.
• Other general office and administrative duties: typing, filing, copying, mailing, calendar maintenance, inventory control, billing
• Provide strong customer service to internal and external clients with an ability to adapt to situations
• Assist with other ad hoc projects on annual basis and performs other duties as assigned.

Basic Responsibilities:

• Respond to incoming calls, e-mails, mail and in-person requests.
• Comply with company policies, practices and procedures.
• Manage documents, files and electronic information in an organized, efficient and secure manner.
• Interact with residents and staff in a professional and pleasant manner.
• Represent company as a professional in appearance and manner.
• Communicate written and oral communication at the highest level of professionalism and integrity.
• Perform quality and quantity duties as expected for position.
• Complete company required training courses as assigned.

Qualifications:

• Bachelor’s Degree
• Excellent computer skills particularly: Microsoft Office Suite
• Previous administrative experience (2-3 years) required, facilities management support and/or executive administrative experience preferred
• Prior experience utilizing property management systems (BuildingLink, Yardi) and accounting programs (MRI, IBS) desirable
• Intermediate Spanish language skills a plus

Basic Requirements:

• Exceptional organizational, interpersonal, and communication skills.
• Ability to multi-task and be a team player.
• Excellent time management skills with a proven ability to meet deadlines.
• Proactive, outgoing, energetic, efficient.
• Strong writing skills and pleasant telephone demeanor.
• Execute tasks with accuracy and attention to detail.
• Perform responsibilities with honesty and integrity.

 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The job description outlined above is considered a core list of job duties/requirements. This document should not be considered a complete or comprehensive list. The incumbent assigned to this position is required to perform the duties listed above. The incumbent is also expected to adapt to changes and/or additions as needed. Nothing contained within this document is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and Milford Management and its Subsidiaries. Milford Management and its Subsidiaries retains and reserves any and all rights to change, modify , amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.