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, from 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 proposals 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.