Residential Operations Administrative Specialist

Columbia University Facilities & Operations; New York (NY); On-site; USD 61,000 - 78,000; Full time

Job summary

Columbia University Residential and Commercial Operations is seeking an Administrative Assistant. This role supports the Executive Director by managing communications with tenants, staff, and vendors, organizing information between superintendents, managers, and vendors, and handling scheduling, correspondence, and office operations.

The position requires strong organizational and communication skills, the ability to work in a fast-paced environment, and a commitment to consistent branding and

Qualifications

• High School Diploma or equivalent required.
• Minimum of 3 years related experience required.
• Must be self-motivated and detail-oriented with exceptional organizational, communication (verbal & written) and interpersonal skills.
• Must be able to work in a fast-paced, professional office environment with visitors, phone calls and emails with minimal supervision.

Responsibilities

• Answers calls and emails from tenants, staff, and vendors, prioritizing inquiries based on standard protocols.
• Collects, organizes, and communicates information between superintendents, managers, tenants, and vendors.
• Prepares and distributes correspondence to residents and contractors, maintains and orders office supplies and equipment, distributes mail, and manages schedules for multiple team members.
• Typing, filing, faxing, copying documents; entering work order information into the database; ordering uniforms for building staff.
• Creates work orders and ensures consistent branding and wording throughout the department.
• Manages the Columbia Residential office space, including scheduling conference rooms, ordering supplies, and scheduling interviews.
• Oversees hiring process paperwork, maintains meeting agendas, and takes notes as required.

Skills

Communication skills

Organizational skills

Time management

Interpersonal skills

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

RTMS

IBM Maximo

Kronos

Job description

Columbia University Residential and Commercial Operations is seeking an Administrative Assistant. This role supports the Executive Director by managing communications with tenants, staff, and vendors, organizing information between superintendents, managers, and vendors, and handling scheduling, correspondence, and office operations.

The position requires strong organizational and communication skills, the ability to work in a fast-paced environment, and a commitment to consistent branding and