Administration Assistant

Job Description

Job Description

Job Description

A cooperative is seeking a full-time Administrative Assistant to join its busy Queens Village office. This position plays an important role in delivering exceptional customer service while supporting the office’s daily operations and administrative functions. The ideal candidate is a professional, dependable, and positive team player with excellent communication and organizational skills, strong attention to detail, and a commitment to producing high-quality work. Prior cooperative or property management experience is preferred.

Responsibilities

● Serve as the first point of contact for shareholders, visitors, vendors, and team members by providing a welcoming and professional front-desk experience.

● Answer, screen, and direct calls using a multi-line phone system while maintaining excellent telephone etiquette.

● Respond to shareholder inquiries and concerns promptly, courteously, and professionally to foster positive relationships.

● Provide administrative and clerical support to the Assistant Property Manager and General Manager.

● Communicate with vendors, contractors, and the maintenance team to coordinate requests and assist shareholders with building-related needs.

● Organize, maintain, and update shareholder records, files, documents, and sales packages.

● Open, sort, and distribute incoming mail and correspondence to the appropriate recipients.

● Prepare correspondence, documents, reports, spreadsheets, and other office materials as needed.

● Complete data entry accurately and maintain well-organized electronic and physical filing systems.

● Manage office supplies and inventory, monitor stock levels, and coordinate orders as necessary.

● Perform photocopying, scanning, faxing, document formatting, and other general clerical duties.

● Maintain confidentiality when handling shareholder information, company records, and sensitive correspondence.

● Assist with scheduling, meeting preparation, and other administrative activities.

● Contribute to special projects and perform other office-related duties that support the efficient operation of the business.

Qualifications & Skills

● Previous experience in an administrative, receptionist, office management, customer service, or personal assistant position.

● Prior experience in a cooperative, property management, or real estate office is preferred.

● Excellent written and verbal communication skills, along with a professional and courteous demeanor.

● Strong customer service skills and the ability to interact effectively with shareholders, vendors, coworkers, and visitors.

● Exceptional organizational skills and a high level of attention to detail.

● Ability to prioritize and manage multiple tasks while maintaining accuracy.

● Strong time-management skills and the ability to work independently and collaboratively.

● Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

● Strong computer skills, including data entry, document formatting, file management, and spreadsheet use.

● Experience with multi-line phone systems and professional telephone communication.

● Bilingual abilities are highly desirable.

● Professional, dependable, proactive, and positive approach to work.

● Ability to learn new systems, software, and procedures quickly.

Benefits

● Full-time position

● $40,000 annual salary

● Includes a monthly healthcare stipend to use toward your own individual or family health insurance plan.

● Collaborative and professional work environment

● Opportunity to play an integral role in a growing, team-oriented organization