Administrative Specialist

The hiring establishment is a property management organization dedicated to providing high-quality residential services and ensuring the smooth operations of its properties. This company specializes in creating a positive and safe living environment for residents through efficient property management and resident relations. Their focus on quality, safety, and resident satisfaction sets them apart in the community housing sector. As a property management entity, they emphasize operational excellence in staffing, scheduling, compliance, and the physical upkeep of their properties to maintain high standards throughout.

The role of Administrative Assistant is vital in supporting the Executive Director, Assistant Executive Director, and the community leadership team. This full-time position involves providing comprehensive administrative assistance that helps manage the daily operational functions related to resident relations, staffing, scheduling, compliance, and property safety. The Administrative Assistant plays a critical role in ensuring that residents experience seamless move-in processes, attentive support, and quality interactions with staff.

Key duties include coordinating resident move-ins by creating electronic medical record profiles, issuing key fobs, pendants, name plates, and parking passes. The assistant coordinates and schedules care conference appointments and maintains a professional, friendly, and courteous manner when interacting with staff, residents, family members, guests, and vendors. This role also contributes to promoting strong resident relations by assisting with laundry cards, safety devices, phone charges, and facilitating participation in activities.

This position assists with marketing efforts by touring prospective residents and providing information about apartment units. The Administrative Assistant handles calls, faxes, supply orders, family contacts, and report runs as part of their communication responsibilities. They also support the recruitment process by conducting phone screens, scheduling in-person interviews, and performing reference checks as needed. Coordination of the onboarding process is a significant function, including processing new hire paperwork, background checks, testing, name tags, and compliance trainings.

The assistant schedules care staff under the direction of the Assistant Executive Director, meets with new employees to review schedules, manages the time clock system, and coordinates new hire orientations. Their role involves facilitating the maintenance and housekeeping request process, monitoring the property's physical conditions, and ensuring safety standards are met. Additionally, maintaining building supplies inventory and managing deliveries such as mail and newspapers fall under their responsibilities.

This position requires participation in all required in-service training sessions, maintaining building security through monitoring emergency call systems, and possibly providing administrative support to various departments with specific tasks or projects. Although the Administrative Assistant does not hold supervisory responsibilities, they are a crucial support figure in ensuring the property's smooth operation and high standards are maintained consistently.