Administrative Assistant

Beacon Communities; New Haven, Boston (CT, MA); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to be the welcoming face of the property. This role involves providing essential administrative support to the Property Manager and staff, ensuring smooth operations within a vibrant community. The ideal candidate will possess strong computer skills, excellent communication abilities, and a knack for organization. With a commitment to fostering positive relationships with residents and community members, you'll play a crucial role in maintaining a supportive environment. Join a team that values integrity and teamwork while making a meaningful impact in the lives of residents.

Benefits

Health & Wellness Benefits

Paid Time Off Policy

401k Program with Company Match

100% Company-Paid Life Insurance

Employee Assistance Program (EAP)

Qualifications

• Strong computer proficiencies required, especially with Microsoft Office.
• Ability to work in a fast-paced environment and manage changing priorities.

Responsibilities

• Provides administrative assistance to the Property Manager and staff.
• Greets and assists applicants, residents, and guests professionally.

Skills

Computer Proficiency

Communication Skills

Organizational Skills

Detail Oriented

Customer Service

Education

High School Diploma or GED

Associate's Degree or Equivalent Experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Yardi

Job description

140 Clarendon, 140 Clarendon Street, Boston, Massachusetts, United States of America Req #1864

Tuesday, April 1, 2025

140 Clarendon is a historic mid-rise tower, the former YWCA, converted into affordable housing. Many of the units are permanent, supportive housing for persons who have experienced homelessness. Our next Administrative Assistant will be the face of the property for our residents.

General Statement of Duties: Primary responsibility is providing administrative assistance, service and support to the Property Manager and staff. Represents the company professionally to the general public and members of the community.

Supervision Received: Reports to Property Manager.

Supervision Exercised: N/A.

FLSA status: Nonexempt

Essential Functions of the Position: (Any one position may not include all of the duties listed, nor do the listed examples include all that may be found in positions of this class.

• Provides office administrative assistance as follows:
• Greets and assists applicants, residents and guests.
• Prepares and maintains office and rental expense budgets.
• Prepares, types and files office correspondence including letters, reports, and spreadsheets.
• Writes service orders and maintains service order log.
• Answers telephones in a professional manner; directs calls and records messages.
• Orders office supplies and maintains inventory.
• Opens and closes office. Secures confidential files and maintains office equipment.
• Administers rent collection efforts with Property Manager including cash receipts, 14 day notices, legal correspondence, etc.
• Processes monthly Section 8 housing assistance payment billing.
• Processes income certifications/recertifications.
• Processes and transmits TRACS (Tenant Rental Assistance Certification System).
• Completes special projects assigned by manager
• Coordinates turnover schedule with Maintenance Supervisor.
• Completes administrative leasing duties: intake and processing of applications, preparing and distributing applicant correspondence, interviewing eligible applicants, preparing lease packages.
• Conducts new resident orientation.
• Fosters a positive, active and collaborative relationship with residents, communities and associated agencies. Works patiently, professionally and cooperatively with residents and staff. Preserves and respects resident and applicant confidentiality.
• Follows company policies, rules and regulations.

Minimum Qualifications

Education and Experience: High school diploma or G.E.D. required. Associates degree or equivalent experience (business management, operations, communications, and administrative support) preferred.

Qualifications and Skills: Strong computer proficiencies required. Intermediate proficiency with Word, Excel, PowerPoint, Outlook. Basic proficiency with Yardi desirable. Fluent in English. Strong oral and written communication skills. Highly organized and detail oriented. Ability to work in a fast paced environment where priorities change daily. Deadline driven. Demonstrates strong initiative and high level of professionalism.

Physical Capabilities: Manual dexterity for competent use of office equipment. Ability to climb stairs and walk through the community.

Beacon Core Competencies Required: Teamwork, Integrity/Ethics, Dependability, Customer Focus, Adaptability/Flexibility

Beacon Functional Job Competencies required for Administrative Assistant Position:
Job Knowledge, Communication, Computer Skills, Personal Organization Skills, Interpersonal Skills.

Travel Requirements: May occasionally visit properties and attend offsite meetings/training seminars.

BCTA

Benefits Offered:

At the core of Beacon Communities is the talent on our teams, and we are committed to taking care of our team members so they can deliver great experiences to our residents. That is why we are proud to provide competitive compensation and comprehensive benefits that support a healthy life for you and your family when you join our team.

As a regular, full time employee at Beacon you can expect:

• Health & Wellness Benefits. We offer plans for quality medical, dental, and vision coverage to all employees regularly scheduled to work a minimum of 24 hours or more per week. HSA/FSA options are also available.
• Work-Life Balance. On top of offering 13 paid holidays per year, we have an attractive paid time off policy that includes vacation days, personal days, sick time, wellness days, summer flex time, volunteer days and early close Fridays.
• Retirement planning. We offer a 401k program with a company match.
• 100% Company-Paid Life Insurance. With affordable options to elect voluntary life, critical illness, hospital care or accidental injury coverage.
• Access to an Employee Assistance Program (EAP), Childcare & Eldercare Support, Career Development and Advancement Opportunities… and more!

Company Overview:

Founded in 2004, Beacon Communities LLC is a privately-owned real estate firm that develops, acquires, invests in, and manages a wide range of multifamily housing. Beacon currently owns and manages approximately 150 properties including affordable housing, market rate housing, and mixed income-housing. Its developments range from new construction, to historic adaptive reuse, to the renovation of existing housing.

At Beacon, we strive to make a difference in our residents’ lives. We build outstanding communities that make enduring contributions to the vitality of our cities and towns. We create communities that serve a diverse cross section of our society. Our communities are healthy and vibrant. Why? Because they are planned with care, consideration, and compassion.

Beacon Communities LLC is an Equal Opportunity Employer that seeks a diverse pool of candidates . We are committed to a policy of equal employment opportunity without regard to race, color, ancestry, national origin, religion, disability, gender, gender identity, sexual orientation, age, veteran status or other protected class. All qualified applicants are encouraged to apply. Beacon Communities LLC participates in the E-Verify program.

• 140 Clarendon, 140 Clarendon Street, Boston, Massachusetts, United States of America