Corporate Administrative / Hr Assistant

General Responsibilities

Provides administrative and clerical support to office; Assist with special projects, administrative tasks, and other property management related work; Provides support for various HR employee programs within the organization. Assist in implementing short and long-range objectives for the department, oversee related functions and activities, and administer company policies and procedures. Maintain professional and cordial relationship with other departments within Quantum including accounting and human resources; maintain professional relationship with residents, vendors and professionals servicing the company.

Essential Duties

Administrative Function

• Answer, direct and return phone calls as necessary,
• Prepare monthly management reports – read Profit & Loss Statement and other financials,
• Prepare, distribute, scan and file correspondence,
• Ability to create calendar invites in MS Office
• Ability to create spreadsheet in Excel with drop down lists and conditional formatting,
• Strong time management and communication skills
• Schedule, coordinate and assist in preparation for meetings,
• Rent collection and invoicing,
• Proofreading and editing correspondence and documents,
• Marketing and Public Relations via various social media platforms with prior approval from President,
• In depth assistance with community associations
• Coordinate miscellaneous projects as directed,
• Process monthly direct debits,
• Process daily move-out sheets,
• Prepare seasonal pool passes (certain communities),
• Train other administrative staff as needed,
• Well-versed in company policies and procedures,
• Perform other tasks as assigned by supervisor.

Human Resource Function

• Maintains personnel files in compliance with applicable legal requirements.
• Keeps employee records up to date and file electronic correspondence promptly.
• Assists in hiring process by coordinating job posting on the website, reviewing resumes, and performing telephone interviews and background/reference checks.
• Prepares new-hire paperwork and conducts new employee orientation.
• Assists with coordinating training initiatives and maintains accurate training records.
• Handles annual distribution of policies (reminders) and keeps record of distribution.
• Maintains the employee handbook with updated resolutions and other pertinent information as needed.
• Assists the manager with HR projects as needed.
• As requested by the manager, conducts, and assists with performance evaluations that are timely and constructive.
• Assists the manager with employment actions, including discipline and termination of employees in accordance with company policy.

Benefits Function

• Is familiar with all company benefit plans.
• Assists with spearheading and coordinating company wellness program.
• Assists with benefits plans renewals and enrollments and communicates with broker services concerning routine administration of programs.
• Assists with administering employee benefits programs including health insurance, retirement plans and other rewards.
• Review enrollment forms for accuracy and coordinates enrollment, including distribution of legally required notices/booklets.
• Actively participates in the picnic and holiday committees.
• Assists with coordinating, spearheading, and maintaining companywide rewards and birthday recognition programs.
• Is familiar with and assists with various leave and insurance programs - Family Medical Leave Act (FMLA), Short Term Disability (STD), Long Term Disability (LTD), Life and Accidental Death & Dismemberment (ADD) Insurance and Workers Compensation procedures.