Administrative Assistant

PARKCHESTER SOUTH CONDOMINIUM

JOB TITLE: ADMINISTRATIVE ASSISTANT

LOCATION: Parkchester

DEPARTMENT/DIVISION: Operations

FLSA STATUS: Non-Exempt

SUMMARY/OBJECTIVE

Reporting directly to the Property Manager and the Condominium Director of Operations, the Administrative Assistant will be responsible for overseeing the administrative operations of the condominium field maintenance office.

Responsibilities include but are not limited to the following:

RESPONSIBILITIES

· Review SiteCompli and all related items

· Power up and monitor the Section Radio

· Clock in/out as per schedule, making sure to inform manager when taking lunch.

· Check for any returned keys and place in Keytrack

· Review notes left by the weekend Administrative Assistant.

· Check voicemail, make note of any absentees or tardiness, and any tenant messages, and inform managers.

· Run Handyman, Exterminator, and Manager reports on Servwork, and pull the tickets listed: SECE, GBGE, EXTE, EXCE, BBGE, RNPE. Re-print any missing tickets.

· Review the daily night log sent by Corea or the West Admin for anything that may need extra attention, follow up with manager.

· Check in with managers, discuss overview of the day (i.e., what needs to be done, any follow-up, etc.)

· Run daily payroll report and complete irregularities for any of the following: Missing punches, late arrival, early departure, etc. Employees must also sign the irregularity. Obtain manager’s signature and submit to payroll.

· Review PTO requests with manager and confirm employee has time available; submit in ADP if approved, write it on the calendar, and file it in the irregularity binder.

· Enter any missing or requested PTO in ADP: Sick calls, personal, vacation, birthday.

· Take note of which employees are providing sanitation coverage.

· Make Violations for improper disposals and submit them to employees to put under tenant’s door.

· Run Keytrack report and confirm all keys have been returned. If not, contact the employees that have not returned their key.

· Close out any work orders turned in. (Send weekend & NITE tickets to proper section immediately, billable goes to Mike Navarra, violations go to Kat, all others to Service.) Also make sure all work orders were completed properly by the employee before closing out.

· Leave any important notes or duties for the weekend admin to complete.

· Organizes and maintains file system and files correspondence and other records.

· Create/update the employee schedule when needed and have managers review.

· Read all emails and relate time sensitive items to the section manager.

· Prepare and distribute notices, memos, etc. as requested to employees. (i.e., elevator repair notice, garbage regulations, etc.)

· Complete tenant violations as requested by the porters.

· Complete Mpulse orders as they come in.

· Maintain adequate supply of printouts (i.e. daily schedules, blank irregularities, etc.)

· Answer all incoming calls and refer to the appropriate department.

· Provide access to storeroom as needed.

· Always pay attention to communications being broadcast over the Section Radio, via email, dispatch, communications to Parkchester Personnel as required (i.e. Handyman, Plumber, Exterminator, Managers, etc.)

· Maintain organization in the Section Office.

· Maintain supplies in the Section Office.

· Maintain seniority lists, employee contact directory, etc.

· When in doubt, contact the managers on duty.

· Complete miscellaneous assignments as instructed by the Managers.

CORE COMPETENCIES

· Experience in business administration and property management preferred.

· Minimum of an Associate’s Degree in Business Administration/Management or equivalent degree or experience

· Minimum two to four years’ experience in business administration, real estate, or property management

· Understanding of applicable federal, state, local and company regulations

· Ability to manage multiple projects, prioritize and meet deadlines in a fast-paced environment.

· Excellent interpersonal and communication skills, with demonstrated ability to speak and write clearly

· Excellent organization, time management, and follow-up skills

· Acute attention to detail

· Highly proficient with MS Suite

· Demonstrated ability to be self-directed and take initiative

· Demonstrated ability to maintain professionalism and confidentiality

· Must be able to adhere to all policies and procedures as stated in the PSC Employee Handbook

Salary commensurate with experience

Medical/Dental/Vision/401K plans offered

Job Type: Full-time

Pay: $18.00 - $19.61 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• business administration: 2 years (Preferred)
• Microsoft Office: 2 years (Required)

Ability to Relocate:

• Bronx, NY 10462: Relocate before starting work (Required)

Work Location: In person