Administrative Assistant-Buildings

Orsid Realty Corporation; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Orsid Realty Corporation in New York seeks an Administrative Assistant to support day-to-day operations and maintenance of assigned buildings. The role collaborates with Account Executives, shareholders, and unit owners to keep buildings running smoothly.

Responsibilities include maintaining building lists, processing notices and invoices, coordinating with accounting, scheduling meetings, handling payroll for buildings, and providing general office support.

Qualifications

• Proficient with Microsoft Office tools.
• Ability to multitask and manage multiple projects with tight deadlines.
• Strong attention to detail and excellent written and verbal communication skills.

Responsibilities

• Assist with day-to-day operations and building maintenance.
• Draft memos and send notices to residents.
• Coordinate with accounting on invoices and payroll.
• Schedule interviews and manage conference rooms.
• Provide general office support and document management.
• Maintain building lists and assist with annual meetings.

Skills

Microsoft Office

Multitasking

Attention to detail

Communication skills

Tools

BJ Murray

On-Base

Job description

The Administrative Assistant is responsible for assisting with the all day to day operations and maintenance of all buildings assigned to them. The Admin works closely with the Account Executive for each building and Shareholders/Unit Owners in the process of running a building. This role works closely with other members in the department as well.

The primary responsibilities of this position include:

• Ensure that Orsid New York values and standards are understood and supported across organization
• Admins are assigned to buildings and are responsible for the following:
• Maintain lists for buildings for storage units/bike storage/ gym / sublet/ parking if applicable
• Keep track of homeowners insurance and follow up with shareholders if need be
• Draft memos to be sent to residents regarding notices: water shut down, etc..
• Updating board minutes for review and archiving final copy
• Mail out notices-email to residents (Building Link or Other) or hard copies of assessments, annual meeting dates, etc…
• Bill Backs-Submit and process with Accounting
• Work with BJ Murray (accounting program) to print accounting information for Board Meetings
• Prepare for Annual Meetings-See Annual Meeting Checklist for details
  • This includes sometimes attending Annual Meetings
• Other building meetings may need work in advance to be prepared:
  • Order Food for Board and Annual Meetings
  • Order Chairs for Annual Meetings if needed
  • Update Board Lists after an annual or if any board changes, send to All Departments as needed
• Schedule interviews for building employees, review employment application and send drug testing info to Office Manager for processing
• Payroll for Buildings- Including processing and mailing or delivering checks
• Work with Account Executive on Invoices for the buildings to be approved and processed by accounting
• Collect all COIs from shareholders and pass along to Supers for large deliveries
  • Send indemnification agreements along with the COI Requirements
• Process employment applications for building employees
• Responsible for Assisting in Office Management, which can include but is not limited to:
  • Reserving Conference Rooms for meetings
  • Track, confirm, follow up and assist with keeping space clean
  • Setting up conference calls as needed
  • Mail out 1098s and Tax letters in January
  • Provide Support to Executive Staff as needed
• Provide administrative support as needed for complex, deadline-driven projects, including: editorial assistance with manuscripts and related texts; scheduling meetings; assisting with preparation of correspondence and materials; tracking and handling reimbursements and expenses; compiling documents and materials in preparation for meetings; copying, scanning, and printing documents.
• Assist with overall office activities, including maintenance of databases with up-to-date contact and title information for faculty; preparation of templates for letters, labels, and correspondence; and logistical support for other projects and events as requested.
• Perform general office support and administrative duties including record keeping processing mail, handling faxes, photocopying, scanning, maintaining departmental files and records
• A working knowledge of other key department functions
• Attend weekly meetings as needed
• Respond to all phone calls and emails within 24 hours unless on vacation or off
• Miscellaneous duties as assigned

Communicating and influencing: Communicating effectively with people at all levels in the organization in a professional manner. Giving specific, timely feedback to direct supervisor and others to work together more effectively. Contributing to an enthusiastic, positive work climate; energizing others to work as a team.

Maximizing resources: Working collaboratively with people in the team and in other parts of the organization; supporting others when requested.

Learning and adapting: Remaining productive during periods of ambiguity, uncertainty and change. React in a polished and professional manner, demonstrating a willingness to take on new challenges, responsibilities, and assignments. Proactively utilizing slower periods to improve work and or work environment; equipment maintenance, archiving, general organization, etc.

Skills: Proficient with computer platforms including: Microsoft Office, (to be taught) BJ Murray and On-Base. Ability to multitask and manage multiple projects with a short turnaround time. High attention to detail and excellent communication and writing skills.