Eden Housing

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Administrative Assistant

Administrative Assistant

Job Code 
DJOB
# of Openings 
1
Category 
Administration
Eden Housing Properties 
Central Office - Hayward

More information about this job

Summary

POSITION SUMMARY

Under the direct supervision of the Internal Operations Manager, provides comprehensive clerical and administrative support for the Central Office. Always represents Eden Housing with a high degree of professionalism, diplomacy, tact, and strong customer service orientation.

Essential Duties & Responsibilities

VENDOR DATA ENTRY (10%):

  • Setup Vendor in Yardi
  • Update various vendor information (Name, Address, Telephone Number, Certificate of Insurance) 

SORTING AND SCANNING INVOICES (40%):

  • Opening and sorting invoices between Eden and South County Properties.
  • Divide invoices up into 3 equal piles  
  • Scan each invoice piles, and insert a “transaction” page between each different invoice
  • Saving each scanned invoicing pile into an Accounting specified folder.
  • Works closely with the Accounts Payable team to ensure the sorting and scanning are both done on a daily bases.

Back up for front office coordinator (25%):

Provides all or a portion of the following duties daily to cover the Front Desk Coordinator on lunches, breaks and kitchen duty, as well as all day when the Front Office Coordinator is out sick or on vacation:

  • Answers phones & greets guests/visitors with high level of professionalism and strong customer service orientation. Routes and refers calls and guests accordingly. Screens calls for Executive Director.
  • Takes detailed messages as needed and communicates them in a timely manner to appropriate staff.
  • Escalates problems/concerns as needed to appropriate staff using judgment and discretion.
  • Demonstrates patience and compassion when dealing with high-need callers and guests.
  • Handles sensitive information in confidential manner (resident-related, staff-related, and company-related info).
  • Makes occasional announcements over office paging system using judgment, discretion, and professionalism.
  • Manages and processes all incoming mail including opening, date stamping, sorting, logging checks, and distribution in a timely manner.
  • Prepares outgoing mail (Fed Ex, registered and regular mail).
  • Prepares outgoing “Friday Mail” to the outlying properties.
  • Maintains organization and adequate supply of mail room, mail supplies, postage, and equipment.
  • Ensures that mail room is free of boxes and clutter.
  • Performs opening duties including, but not limited to: unlocking door, turning on phones, unloading dishwasher, opening blinds, making coffee, straightening/organizing front desk and lobby area, etc.
  • Performs closing duties, including, but not limited to: locking front door, turning on night voice mail, cleaning kitchen/conference rooms/lobby area/front desk, closing blinds, etc.
  • When covering the Front Desk, responsible for staying in front desk area at all times and requesting coverage as needed.
  • Interest lists for new properties: Update all lists as needed and close out lists after lease-ups are complete. 

SPECIAL PROJECTS (20%):

  • Successfully plans, manages, and executes all aspects of high-level special projects, as assigned.

OTHER (5%):

  • Provides support to other administrative and departmental staff as needed.
  • Provides support for All Company Meetings, All Property Operations Quarterly Meetings, Grand Openings, and Groundbreakings, employee bonding and appreciation events and other company events.
  • Runs errands, as necessary.
  • Cleans the kitchen when requested.

Qualifications

EDUCATION and/or EXPERIENCE

  • Associate's degree (A. A.) or equivalent from 2-year college or technical school;
  • OR 3 years administrative assistant experience with demonstrated ability to work autonomously and under limited supervision;
  • OR equivalent combination of education and experience.

 

PREFERRED SKILLS and/or ABILITIES

  • Proven ability to exercise tact and diplomacy, maintain confidentiality, show initiative, and be a team player.
  • Proven administrative and clerical skills.
  • Type professionally and accurately at a minimum of 60 wpm.
  • Proficient in Word, Excel, database and specialized marketing software.
  • Strong communication (verbal and written), spelling, grammar and punctuation skills, decision-making, and time management skills.
  • Ability to determine and plan project timeframes, procedures and resources for accomplishing projects.
  • Ability to establish and maintain databases and keep complex records and files.
  • Ability to work under pressure and successfully meet deadlines.
  • Ability to relate professionally and sensitively to staff, board and public.
  • Flexible, creative, detail-oriented, and well organized.
  • Ability to handle shifting and multiple priorities.
  • Experience working with diverse groups, i.e., staff, residents, outside contacts.
  • Commitment to the companies’ goals and philosophy.

CERTIFICATES, LICENSES, REGISTRATIONS

  • Must have reliable automobile transportation, a valid California Driver’s License and vehicle insurance.