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Administrative Assistant

2 months ago

Jenkintown, United States Galman Group, Ltd Full time

Job Type

Full-time

Description

The Administrative Assistant is responsible for providing high-level administrative support at our Property Management Office. The Administrative Assistant will be responsible for preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and answering questions as they relate to Galman Properties.

• Coordinate between maintenance, janitorial, and security staff regarding any requests or work orders.

• Assisting with all special projects or tasks as needed.

• Drafts and edits letters, reports, and other documents.

• Works with maintenance staff and outside vendors to ensure property management concerns are addressed.

• Ensures that deadlines are met and adapts to changing priorities.

• Inputs and updates information in databases and spreadsheets.

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.

• Assist Property manager with phones.

• Assist with resident correspondence, needs and request.

• Provide recommendations according to customer needs or preferences.

• Maintain polite and professional communication via phone, e-mail, and mail.

• Coordinate internal and external resources to expedite workflow

• Oversee and achieve organizational goals while upholding best practice

• Assisting with billing needs.

• Other duties as required.

Requirements

Required skills and qualifications

  • High school diploma or equivalent
  • Proven administrative experience
  • Superb written and verbal communication skills
  • Strong time-management skills and multitasking ability
  • Aptitude for learning new software and systems
  • Must be able to work in a fast-paced and customer service-oriented environment
  • Performs duties under pressure and meets deadlines in a timely manner

Primary Equipment/Applications Used List primary equipment used (standard office equipment, etc.)• Calculator, Copy Machine, Computer, Printer, Telephone, Fax Machine
List required software (Excel, Word, Outlook, PowerPoint, CAD, etc.) and required proficiency (i.e., basic, intermediate or advanced)• Outlook, Word, Excel, PowerPoint