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About this job

SUMMARY

The Office Administrator works in collaboration with the General Manager to perform day-to-day operations and facilitate Board directives. Has the competency and interpersonal skills to work independently, and without direct supervision. Possesses strong written and verbal communication skills. Has exemplary customer service skills and remains professional at all times. This position directly supports and reports to the General Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Assist in the implementation of the stated priority goals/issues and business plans of the client.
  • Respond to emergency situations in a timely, calm and efficient manner.
  • Take client calls/emails and manage work orders, vendors, and client issues. Follow up on all complaints/issues.
  • Greet persons entering the facility.
  • Schedule and collect required fees and documentation for amenity reservations and moves.
  • Responsible for refunding reservation deposits, as needed, and/or assessing fees to client accounts.
  • Process money collected for reservations, keys, parking remotes, and miscellaneous income.
  • Perform routine building walk through. Report and document all violations and maintenance related issues in a timely manner. Create violation letters and/or work orders as needed and follow through to completion.
  • Oversee subcontractors' adherence to specifications and that work is completed in accordance with client standards.
  • Produce requested reports for board packets in a clean, orderly, timely and professional manner.
  • Assist in annual budget preparation.
  • Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized hard copy and electronic system requirements.
  • Enter new resident data into Connect and other databases as needed. Ensure all new resident contact information and lease agreements (if applicable) are received and filed.
  • Assess, monitor and maintain awareness of community desires and needs. Identify opportunities for improving service, delivery methods and procedures. Recommend, develop and roll-out programs or initiatives which would increase operational effectiveness, efficiency and cost reduction.
  • Inform GM of any client or staff issues and make appropriate decisions or recommendations consistent with company policies, procedures and practices.
  • Create resident communications/notices to be posted/delivered/emailed.
  • Log office supply inventory and re-order as necessary.
  • Keep email and voice mail up-to-date, including setting out-of-office email and voice mail greetings.
  • Meet weekly, or as requested, with the General Manager.
  • Attend and participate in professional meetings. Stay abreast of new trends and innovations in fields of community management and community programming.
  • Attend all client board meetings.
  • Ability to work under tight deadlines and consistently meet deadlines.
  • Exhibit professionalism, professional attire and demeanor at all times.
  • Work collaboratively with General Manager, Board of Directors, vendors and other on-site staff.
  • Will act on behalf of the General Manager in his/her absence.
  • Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name; title or other respectable identifier, and; respecting the diversity of our workforce in actions, words and deeds.
  • Other duties as deemed necessary.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • Must possess charisma, ability to develop positive relationships, have strong ethical practices and use of good judgment.
    • Ability to prioritize and manage multiple tasks.
  • Possess effective communications skills consisting of written, verbal and listening skills.
  • Excellent customer service background/skills and maintain a positive, can-do attitude.
  • Proficient with information system hardware/software and computer programs, especially Outlook, Word and Excel.
  • Ability to quickly and easily navigate the property to perform job functions as required.
  • Ideal candidate has ability to work evening hours every Wednesday.
  • Punctual.
  • Dependable.

EDUCATION and/or EXPERIENCE

The Office Administrator will portray, but is not limited to, the following capabilities / qualifications.

  • High school diploma or equivalent required. College level courses in business or hospitality preferred.
  • Has a minimum of 2-3 years of successful management or hospitality experience.
  • Be well spoken to instill confidence in the residents as well as the public.
  • Displays a community posture that well represents the vision of association.