Administrative Assistant

92nd Street Y; New York (NY); On-site; USD 52,000 - 55,000; Full time

Job summary

92nd Street Y is seeking an Administrative Assistant to support the Residence program, managing reservations, rent collection, and reporting. You will coordinate with building operations, promote residence programs, and assist with records using RMS, Tessitura, HubSpot, and Salesforce.

The role requires strong Excel skills, data reporting ability, and excellent organizational, verbal, and writing capabilities. Work is onsite in New York with a 36.25-hour week.

Qualifications

• Bachelor's degree in education, business, or related field preferred.
• 3 years administrative experience required.
• Must be highly skilled using Excel and comfortable with data reporting.
• Strong and demonstrable working knowledge of hotel, dorm rooms, cultural organization or community centers preferred.
• Strong organizational, verbal, written and interpersonal skills.
• Proficiency in Microsoft Office, Web Invoicing and Tessitura preferred.

Responsibilities

• Respond to reservation applications, inquiries, and booking requests.
• Provide prospective residents with enthusiastic, informative responses.
• Present approved residence rates and options to prospective residents.
• Ensure reservations are accurate and complete.
• Submit Room Reservation Agreements (RRA) and attach documentation for upcoming residents.
• Create and disseminate reports from RMS, e.g., current reservations, revenue reports, etc.
• Create welcome setups for incoming residents and assign resident ID numbers.

Skills

Data reporting

Organizational skills

Verbal communication

Written communication

Interpersonal skills

Education

Bachelor's degree

Tools

Excel

Tessitura

HubSpot

Salesforce

RMS

Web Invoicing

Job description

Job Summary

The Administrative Assistant will support the 92NY Residence is serving its patrons and potential patrons. This role will be responsible for all administrative tasks and assist with sales and promotion ensuring that high quality customer satisfaction and occupancy percentage is consistently achieved and maintained.

Job Responsibilities Include

• Respond to reservation applications, inquiries, questions and booking requests.
• Provide prospective residents with an enthusiastic and informative response to their questions.
• Present approved residence rates and options to prospective residents
• Ensure reservations are accurate and complete.
• Submit Room Reservation Agreements (RRA) and attach completed documentation (verification, RRAs, R&R and CLE) for upcoming residents to their record.
• Monitors booking chart to ensure rooms are ready for new arrivals.
• Collect rent and incidental payments as received.
• Receive, log, and notify residents of packages arrival.
• Receive mail, sort, and distribute in mail cabinet for resident pick up.
• Remind residents of when and to where they're changing rooms, when they're getting a new roommate, to retrieve unexpected guest ID's and pay unexpected overnight guest fees.
• Create and disseminate various reports from RMS, e.g., current reservations, upcoming bookings, revenue reports, etc.
• Create welcome setups (key and arrival info) for all incoming residents.
• Process guest passes (digital and hardcopies), log and allocate payments.
• Take resident photos for security system S2 & RMS and assign resident ID numbers using Tessitura and match within RMS.
• Be knowledgeable about all programs and activities offered in the Residence and promote residence programs and activities.
• Order department supplies and assist Executive Director with housekeeping/room supplies & storage.
• Generates weekly housekeeping reports and coordinates with Building Operations Residence Supervisor regarding any recommended staffing needs.
• Coordinates with Building Operations Residence Supervisor to ensure quality control of room readiness and common space maintenance.
• Utilize sales and lead management features available in RMS, HubSpot and SalesForce to assist in lead generation.
• Respond to email and phone inquiries, walk-ins, and track leads.
• Good knowledge of all Residence requirements, policies, and procedures.
• Attend staff meetings and participate in Residence team check-ins.
• Be knowledgeable about all programs and activities offered in the Residence
• Promote Residence programs and activities.
• Other responsibilities as assigned by supervisor.

Experience, Education, & Skills Desired

• Bachelor's degree in an education, business, or cultural-related field preferred but not required.
• 3 years administrative experience required
• Must be highly skilled using Excel and comfortable with data reporting
• Interest and ability to learn new systems.
• Strong and demonstrable working knowledge of hotel, dorm rooms, cultural organization or community centers preferred
• Strong organizational, verbal, written and interpersonal skills.
• Strong proficiency in the use Microsoft Office, Web Invoicing and Tessitura preferred.
• Ability to work independently, efficiently and on multiple tasks simultaneously.

Work Environment & Requirements

36.25 hours per week. Monday - Friday 9:00 a.m. - 5:00 p.m. with a 45-minute unpaid lunch break.

Compensation Range

$52,000 - $55,000

The actual compensation offered will be based on a number of factors including, but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, and certifications or other professional licenses held.