Receptionist / Administrative Assistant

Phipps Houses & Affiliates; New York (NY); On-site; USD 48,000 - 50,000; Full time

Job summary

A leading not-for-profit organization seeks a motivated Property Management Administrative Assistant for affordable housing in the Bronx. The role entails offering exceptional administrative support, managing communication, and assisting property managers. Ideal candidates should possess strong organizational skills and relevant experience, contributing to the company's mission of serving low to middle-income residents.

Qualifications

• Proficient in Word, Outlook, Excel, and Yardi.
• 2-3 years' experience in real estate management preferred.
• Highly organized with excellent communication skills.

Responsibilities

• Answer telephone calls and determine priorities.
• Provide administrative support to managers.
• Input work orders and maintain tenant information in database.

Skills

Communication

Customer Service

Organization

Multitasking

Education

H.S. Diploma or GED

AS or BA degree

Tools

Word

Outlook

Excel

Yardi

Job description

Phipps Houses is one of the nation's oldest and largest not-for-profit developer / owners of affordable housing. It is a multi-faceted real estate organization, involved in the development, finance, construction and asset management of new and rehabilitated multi-family housing for low to middle income New Yorkers. Through its subsidiary, Phipps Houses Services, Inc., it conducts residential and some commercial property management, and its' tax-exempt affiliate, Phipps Neighborhoods, provides human services to its development communities.

JOB DESCRIPTION :

We are seeking a bright, energetic Property Management Administrative Assistant for our portfolio of affordable housing in the Boston Tremont section of the Bronx who can help build upon our growth and who is looking to learn and grow with the company. Our Company is privately-held, and has been a leader in the industry for affordable housing in New York City. We pride ourselves on the longevity of our staff, and the team-oriented culture we have built.

Salary range is $48-50k - - based on education, training and experience. Role is eligible for year-end discretionary bonus.

Duties and Responsibilities :

• Answer Property Management Department telephone calls : determine priority, resolve issues that can be resolved independently, prepare paperwork for issues that the manager may need to resolve, relay messages accurately and delivery in a timely manner.
• Provide superior administrative support to Assistant Property Manager / Property Manager / Facility Director / Area Manager : returning calls, relaying messages, developing and ensuring the delivery of correspondence, emails, faxes, etc.
• Screen all incoming PM Department mail and distribute appropriately.
• Handle resident complaints
• Input work orders to Yardi and update as necessary.
• Attend all PM team meetings, record and file meeting minutes (if required).
• Responsible for providing status report on weekly and / or daily basis to Property Manager(s).
• Typing daily correspondence - including copying, scanning and distribution.
• Obtain tenant information sheets and ensure all tenant information in the database is correct and current.
• Mass Email Mailings - includes putting data into letter as provided by manager for Annual Inspection Letters and Reports.
• Maintain tenant contact, tenant emergency contact and vendor contact lists for distribution to staff.
• Order and track office supplies
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Prepare household composition letters
• Other duties may be assigned.

Qualifications :

Proficient in Word, Outlook and Excel

Proficient in Yardi

2-3 years' experience in real estate management preferred.

Ability to interact comfortably and effectively with employees of the company at all levels.

Highly organized.

Must have excellent verbal and written communication skills

Ability to multitask, prioritize, follow through and meet deadlines.

Excellent customer service skills.

Bilingual Spanish / English Preferred

Educational Requirements :

H.S. Diploma or GED required

College credits of 40 or better, AS or BA degree preferred

PHYSICAL DEMANDS :

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.