Administrative Assistant, Multifamily

Vintage Realty Company is seeking an Administrative Assistant to provide prompt and efficient administrative support for the Department Head of MF Property Management and the Senior Multi Family Administrative Manager. The successful candidate must have advanced computer skills, be highly organized,and be detail oriented. The Administrative Assistant will help coordinate all activities related to the Multifamily Property Management Department at Vintage Realty Company. Responsibilities: * Support the administrative needs of the corporate Multifamily leadership team and to ensure that accurate letters, documents, and other various materials are produced within established time frames and with high-quality standards. * Use various software packages and visual aids to produce accurate documents, presentation materials, charts, and graphics (type, proof, organize, design, create fonts, layout, etc.) within established deadlines. Confidential materials must be handled discretely. * Assist Vintage Realty Company Multifamily Property Management staff with department reports, projects, and presentations at various times throughout the year. Organize, research, and gather required data as necessary. * Provide assistance in preparing materials, compiling statistical information, performing reconciliations, and other special projects as required. * Generate copies of printed materials and proof the quality and consistency of the copies on an as-needed basis. * Handle departmental mailings in a timely manner as needed. * Assume responsibility for strict adherence to Vintage Realty Company graphic standards on all documents and presentation materials. * Provide administrative support for activities related to Multifamily Department at Vintage Realty Company to ensure that high-quality work is produced within established deadline. * Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner. * Set up and maintain accurate files and records that may be easily accessed by staff. Ensure that all filing is updated in a timely fashion. * Greet visitors, screen incoming calls, schedule appointments, as required within the department. * Prepare, review, and route non-technical routine correspondence as directed. * Monitor stock of forms and supplies for the department. Reorder as needed. * Organize meetings on- or off-site to include scheduling supply/equipment assembly, follow up, and agenda/minutes/notes preparation and distribution. Attend all Monthly Operation calls. Take notes and prepare meeting notes for review and then distribution as requested by the Director of MF PM. * Provide additional assistance in the following areas: * Ellis Property Management Services Shopping Reports and the S.A.F.E. Leasing Incentive Program. Assist with ordering the shops, tracking the results, distributing the results, copy the regional manager and Director of MF with the quarterly results report, etc. Follow up with Property Managers as needed. * Assist with the Internet Shopping Program. Order the shops on a quarterly basis. Track the results via an Excel spreadsheet. Distribute the results to the Directors and the Property Managers. * Provide support in reviewing and tracking the Grace Hill employee training program. Inform the regional manager and PM of the results on a monthly basis by using the Excel tracking format provided by Grace Hill. * Assist with ongoing review and update of various Internet listing sites and the community website to ensure accuracy of information, floor plans, photos, etc. * Assist the administrative team with the Balanced Scorecard Program. Track results in each category via the Excel spreadsheet on a monthly basis. Inform the Director and regional manager of the results by distributing the tracking spreadsheet to the Directors. * Provide general support for the Multifamily Department to ensure that all department functions are always supported. * Answer telephones for the MF Dept. and assist with all department telephones as needed. All telephones must be answered before the fourth ring. * Contribute to the Multifamily Team by supporting the department as needed. * Display flexibility in performing other duties as assigned. * Provide support with miscellaneous administrative duties to aid Vintage Realty Company main office in being continually well-managed. * As assigned by the Senior Multi Family Administrative Manager, perform administrative duties necessary to the day-to-day running of the office as a whole in a proactive and committed fashion. * Display flexibility regarding requests made of him/her. For example, new responsibilities may be given and old responsibilities may be changed. * Recognize one's role as part of the administrative support team and function as same. This requires initiative to pitch in and help when the opportunity is presented. * Additional duties as assigned Qualifications/Skill Requirements: * Minimum of 3-4 years administrative and/or managerial experience providing clerical and administrative support. * Extensive knowledge of Word, Outlook, PowerPoint, and Excel. * Typing: 50 wpm * Excellent interpersonal and communications skills. * Experience using organizational and administrative skills.