Administrative Assistant for Property Management Office

Administrative Assistant for Property Management Office Position Type:

• Hourly (Non-Exempt) Employment Type: Full-Time Hourly Rate: $25.00 Work schedule: various days, f rom 9am-5pm (1 hour unpaid lunch) Locations in Astoria and Corona, Queens HANAC, Inc. – originally founded by George Douris as the Hellenic American Neighborhood Action Committee – is a New York City-based multi-faceted social services organization.

The organization was founded in 1972 to serve the needs of vulnerable populations throughout New York City. Job Summary :

• Provide administrative support of a complex nature for the Director of Property Management. Coordinate administrative activities for the Property Management office. Manage confidential and complex filing system.
• Type letters, memoranda, reports, etc., from dictated, handwritten and other sources and assist in preparing agenda and related material and reports for key management meetings and/or projects. Perform other related duties as required and assigned by the Director of Property Management. Position involves a high degree of confidentiality.

Key Responsibilities:

• Administrative support and operational/supervisory support functions including but not limited to maintaining project and office files in a proficient and diligent manner.
• Provide technical and administrative support to the Director of Property Management and Property Manager.
• Coordinates calendars and schedules appointments and meetings.
• Prioritizes requests for meetings and coordinate the necessary arrangements for meetings.
• Coordinates room reservations and provides on-site support, including assistance with audiovisual equipment set up and refreshments, as needed.
• Assist in completion, response and submission of documents for grant p roposals and to various government agencies.
• Maintains inventory of office supplies, cleaning supplies and equipment for Property Management.
• Ensures that equipment are in optimal and proper working condition.
• Coordinates preventative maintenance and repairs as needed.
• Examples office printers, postage machine, Responsible for maintaining and updating waitlist log i.e. entering applicant’s information on the waitlist, assigning log number, informing applicants their status.
• Screen telephone calls and reply daily to all incoming correspondence including e-mail.
• Responsible for gathering and distributing office mail.
• Responsible for travel and conference arrangements.
• Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Schedule recertification appointments, track income documentation and waivers This role occasionally requires working onsite at other property management locations located in Astoria and Corona in Queens.
• Performs other related duties as assigned.

Qualifications :

• College degree preferred (Associates) with three (3) years’ work experience or High School Diploma/GED equivalency with a minimum of five (5) years’ work experience.
• At least one year of clerical or administrative experience; experience in property management is a plus.
• Ability to perform administrative supportive duties (including typing, filing, scheduling, answering phone and placing calls) with speed and accuracy with minimal supervision.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and property management software.
• Strong organizational skills and the ability to multitask in a fast-paced environment.
• Detail-oriented with a high level of accuracy in all tasks.
• Ability to maintain confidentiality and exercise discretion.
• Ability to pivot and deal with non-routine matters, such as special project.
• Knowledge in developing, maintaining complex filing system and experience with computer programs including word processing and Excel spreadsheets.
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