Administrative Assistant

Cruz Companies; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Vision

Life insurance

401(k) retirement plan

Flexible spending account

HRA - employer funded

Other insurance benefits

Job summary

Cruz Companies is seeking an Office Operations professional in Boston to support daily administrative functions. You will welcome visitors, coordinate meetings, manage calendars, handle mail and emails, and assist with basic bookkeeping using Yardi.

A bilingual English/Spanish preference and strong organizational skills are valued. The role runs Monday–Friday, 8am–4:30pm, with comprehensive employee benefits.

Qualifications

• College/High School diploma and/or equivalent professional experience.
• Bilingual English and Spanish preferred
• Excellent organizational and time management skills; ability to effectively handle multiple, concurrent assignments and activities.
• Proficiency in the use of Microsoft Office products (Excel, Word)
• Professionalism
• Organization Skills
• Problem Solving
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work

Responsibilities

• Welcome visitors and provide general office assistance.
• Assisting with project coordination and task completion.
• Maintaining a clean and organized workspace.
• Provides information by answering questions and requests.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Running errands, such as picking up supplies.
• Managing calendars, scheduling appointments, and coordinating meetings & training sessions, company event planning, and coordinating social activities including catering & venue booking.
• Coordinate meetings, sending invites and agendas, setting up necessary audio/video equipment.
• Arranging travel and accommodation if needed.
• Answering phones, taking messages, and directing calls.
• Handling incoming and outgoing mail and faxes.
• Managing company incoming and outgoing emails, directing emails to different departments/employees that may come through the company’s main email.
• Handling and sorting mail and faxes daily.
• Assisting in filing for the Property Management Team especially during busy peaks seasons like inspections and audits.
• Assisting in organizing and storing documents, both physically and digitally for the Property Management Team.
• Typing, copying, scanning, and binding documents.
• Performing basic bookkeeping tasks including receiving, scanning, and posting residents’ rental checks in Yardi daily.
• Supports team by performing tasks related to organization and strong communication.
• Perform other related duties and responsibilities as required.

Skills

Organizational skills

Time management

Communication skills

Problem solving

Teamwork

Professionalism

Education

College/High School diploma or equivalent

Tools

Microsoft Office (Excel, Word)

Job description

Requirements

Office Operations

• Welcome visitors and provide general office assistance.
• Assisting with project coordination and task completion.
• Maintaining a clean and organized workspace.
• Provides information by answering questions and requests.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Running errands, such as picking up supplies.

Scheduling and Coordination

• Managing calendars, scheduling appointments, and coordinating meetings & training sessions, company event planning, and coordinating social activities including catering & venue booking.
• Coordinate meetings, sending invites and agendas, setting up necessary audio/video equipment.
• Arranging travel and accommodation if needed.

Communication

• Answering phones, taking messages, and directing calls.
• Handling incoming and outgoing mail and faxes.
• Managing company incoming and outgoing emails, directing emails to different departments/employees that may come through the company’s main email.
• Handling and sorting mail and faxes daily.

Staff Support

• Assisting in filing for the Property Management Team especially during busy peaks seasons like inspections and audits.
• Assisting in organizing and storing documents, both physically and digitally for the Property Management Team.
• Typing, copying, scanning, and binding documents.
• Performing basic bookkeeping tasks including receiving, scanning, and posting residents’ rental checks in Yardi daily.
• Supports team by performing tasks related to organization and strong communication.
• Perform other related duties and responsibilities as required.

Knowledge, Skills Requirements

• College/High School diploma and/or equivalent professional experience.
• Bilingual in English and Spanish preferred
• Excellent organizational and time management skills; ability to effectively handle multiple, concurrent assignments and activities.
• Computer Skills:
• Proficiency in the use of Microsoft Office products (Excel, Word)
• Professionalism
• Organization Skills
• Problem Solving
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work

The facility is committed to the principle of Equal Employment Opportunity for all employees and applicants. It is our policy to ensure that both current and prospective employees are provided equal employment opportunity without consideration of race, religious creed, color, national origin, nationality, ancestry, age, sex, marital status, sexual orientation, or disability in accordance with local, state, and federal laws.

Americans With Disabilities

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

This job description is intended to describe the general content and requirements of the job. It is not an all-inclusive statement of duties, responsibilities or requirements and management reserves the right to add or remove duties from jobs to meet company needs. Significant changes to the position will necessitate a new or revised job description.

Employment Type:

Full-Time

Work Schedule:

Monday - Friday; 8am - 4:30pm

Employees At Cruz Companies Enjoy These Benefits

• 100% employer paid individual medical insurance plan
• Vision
• Group Term Life Insurance (100% Employer paid)
• 401K Retirement Plan
• Flexible Spending Account
• Health Reimbursement Program (HRA) - Employer funded
• Involuntary Insurance Benefits - Sun Life, Aflac