Management Assistant

3 weeks ago

Boston, United States First Realty Management Full time

A family-owned and privately held property management company, First Realty Management has more than 70 years of experience with the industry knowledge to match. We combine the resources of a large company with the personal touch and attention to detail of a small, local firm.

At the core of it all, our talented employees are what make us stand out above the rest. While we perform as a top-tier property management company, we strongly emphasize our close-knit, family-owned foundation. Professional growth is encouraged through a commitment to educational advancement and opportunities to learn from industry thought leaders. We create a sought-after community atmosphere by recognizing and celebrating those who go above and beyond. And above all else - we always put our team members first.
- Provides superior customer service to residents by assisting them with site services such as but not limited to:_
- Parking assignments and parking issues.
- Assisting with move-ins, getting keys, and prepping other materials needed.
- Responsibilities include telephone reception, initiating work orders, filing, correspondence, etc.
- They will also assist in the coordination of rental activities and address residents' general concerns.
- Provides superior customer service by:_
- Answering telephones, directing incoming calls appropriately, taking messages, and assisting callers whenever possible
- Greeting and assisting all visitors to the management office
- Taking maintenance service requests and following up with maintenance staff to ensure completion when necessary
- Taking resident complaints and handling matters according to guidelines established by a property manager

Supports the site management office in an administrative capacity by:

- Maintaining resident files, lists, and other resident-related data
- Collecting and processing rent checks and preparing rent receivables report
- Preparing memos, letters, reports, and other documents
- Completing guest cards
- Scheduling various services and inspections relating to building and apartments; Coordinates and communicates with residents when applicable
- Ensures the efficient operation of the management office by:_
- Ordering office supplies, maintaining postage machines, and arranging office equipment repairs.
- Working with other staff members to ensure the management office maintains a professional appearance and environment.
- Assuming additional responsibilities and assisting co-workers when necessary.

**Other Job Functions**
- Helps facilitate resident activities and parties.
- Other duties as assigned.

**Requirements**:

- Excellent resident relations, customer service and telephone skills
- General Office Skills
- Good communication skills, both verbal and written.
- Strong organizational skills and attention to detail.

**Abilities**:

- Ability to work on simultaneous tasks calmly and effectively.
- Interest and ability to interact with other people effectively.
- Interest and ability to learn.

**Knowledge of**:

- Microsoft Word and Excel
- Business English and letter format

**Experience**:

- Prior work experience in an office environment.
- Will be required to cover the Management Office in Property Manager’s absence.
- This position requires strong resident relations, along with the ability to work effectively with a wide variety of individuals.
- Must be able to organize priorities effectively and have excellent attention to detail.
- The ability to multi-task is essential.
- The schedule is Monday - Friday 9 a.m. - 5 p.m.

**Benefits**
- Paid Vacation, Holidays, PTO/Personal leave.
- 401(k) plan.
- Health, Vision, and Dental insurance.
- Life Insurance, Short & Long Term Disability
- Flex spending accounts & Transportation expense accounts.
- Opportunity for professional growth and development.

**_An EOE/ Veterans/Disabled Employer:_**:

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