Administrative Assistant

Job Description

Job Description

Description:

Administrative Assistant

Ray Stone is looking for an experienced Administrative Assistant to join our team. This position is full time, benefit eligible. Scheduled hours are from Monday through Friday 8 AM to 5 PM.

Summary:

The Administrative Assistant primarily supports the Implementation Manager in the coordination and execution of closes, reporting and implementation related projects. Additionally, this role provides general administrative support to ensure the smooth operation of office functions. Responsibilities include office management, assisting with end-of-cycle reporting, managing internal communications, and contributing to the successful rollout of ongoing programs and initiatives.

Essential Job Functions:

• Review and enter weekly occupancy data from all sites into an Excel summary and distribute accordingly
• File departmental correspondence and monthly close files
• Distributes and tracks completion of monthly safety programs
• Assist with the preparation and mailing of K-1s and quarterly distribution letters for the Investment Division
• Extracts cash flow data for quarterly narratives for the owners and investors
• Assists account and investment divisions with investor correspondence and organizational tasks as needed
• Assists with managing the after-hours call listing.
• Manage RSI-U course assignments.
• Answer and screen incoming phone calls, manage voicemail, and greet walk-in visitors
• Open, distribute, and send outgoing mail; coordinate with courier services such as UPS and FedEx
• Maintain and troubleshoot the postage machine
• Troubleshoot copier and fax issues and liaise with service providers
• Assist with software updates, technology implementations, and special projects
• Maintain cleanliness of kitchen and common areas; manage shredding and recycling
• Order and organize office and kitchen supplies
• Assist with minor office event planning, deliver gifts, and make reservations as needed
• Perform other administrative tasks as assigned

Benefits:

• Medical
• Dental and Vision
• 401K with employer match available
• Flexible Spend Account
• Employee Assistance Program
• Life Insurance
• 9 Paid Holidays
• Vacation and Sick Leave

Why Work for Ray Stone?

Working for Ray Stone offers a unique and fulfilling opportunity to be part of a company that is dedicated to ethical real estate investment and management services. As an organization, Ray Stone is committed to creating friendly, fun, and proud communities while enhancing asset values and fostering a culture of learning, mentorship, and teamwork. Here's why you should consider joining our team:

Meaningful Mission: Ray Stone's mission statement reflects its commitment to providing ethical real estate services. By working for us, you will contribute to building communities that not only offer quality housing but also prioritize positive relationships and a sense of pride among residents, tenants, and industry partners.

Positive Company Culture : At Ray Stone, we believe in fostering a company culture based on integrity, teamwork, learning, and collaboration. We value each team member's contributions and encourage an environment where everyone's ideas are heard and respected. You'll be part of a supportive and inclusive team that works together towards shared goals.

Professional Growth Opportunities: Ray Stone recognizes the importance of continuous learning and mentorship. We provide opportunities for professional growth and development, whether through training programs, industry conferences, or mentorship initiatives. You'll have the chance to expand your skills, gain valuable experience, and advance your career within the organization.

Collaborative Environmen t: Collaboration is at the heart of Ray Stone's operations. We believe that the best outcomes are achieved when team members work together, share ideas, and leverage their diverse expertise. By joining our team, you'll be part of a collaborative work environment where teamwork is encouraged, and your contributions are valued.

Work-Life Balance: While we take our work seriously, we also understand the importance of maintaining a healthy work-life balance. Ray Stone promotes a supportive and flexible work environment, allowing you to excel in your career while still having time for personal pursuits and family commitments.

Fun-Filled Atmosphere: Ray Stone recognizes that a positive and enjoyable workplace fosters creativity, productivity, and employee satisfaction. We embrace the importance of having some fun along the way and strive to create a lively and engaging atmosphere for our team members.

By choosing to work for Ray Stone, you will not only be part of a company that is dedicated to its mission but also an organization that values its employees and their personal growth. Join us in shaping friendly, fun, and proud communities while enjoying a rewarding and fulfilling career.

• Excellent interpersonal and communication skills
• Strong judgment and professionalism in handling diverse interactions (e.g., residents, investors, vendors)
• Advanced knowledge of telephones, voicemail, and basic office software (e.g., Word, Excel, Outlook)
• Ability to manage multiple priorities efficiently
• Professional appearance and demeanor

While performing the duties of this job, the employee is regularly required to walk, stand; and use hands to handle/lift objects. The employee occasionally must be able to lift to fifty (50) pounds. Additionally, the employee, on occasion, must crouch, kneel, or climb stairs.

Most work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. This position requires substantial movements (motions) of the wrists, hands and/or fingers. Must have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Must have the ability to walk short distances.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.