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National Capital Administrative Assistant

4 months ago

Houston, United States JCJ Raleigh Full time

Abbey Residential Services owns and operates apartment communities in Texas, Alabama, Florida, and Georgia. We are seeking a National Capital Administrative Assistant to assist with current projects in Texas. This position is full-time and is located in our National office in Houston, Texas located near the Galleria.

This position is responsible for communicating, demonstrating, and enforcing the company’s policies and Federal guidelines related to physical maintenance of operations. The National Capital Administrative Assistant serves as a resource to the National Capital & Maintenance Director, Regional Manager, Property Manager, and all the on-site maintenance personnel.

Property Management experience or Construction experience required.

Responsibilities

  • Calendar/Scheduling Responsibility for Maintenance, Rehab, and Capital team.
  • Organization of submissions of bids. Follow up with managers and vendors to gather apples to apples bids to submit to National Capital Director for approval submission.
  • Organization of contracts/jobs.
  • Rehab tracking in partnership with National Capital Director.
  • Rehab Variance Reporting in partnership with Director.
  • Set reminders for upcoming capital projects per budget.
  • Audit and track tangible parts in stock in partnership with National Capital Director .
  • Manage Expense Reconciliation, Monthly Mileage Log and Cell Phone Reimbursement for National Capital Director.
  • Help with set up of maintenance training and meetings.
  • ADP time management for Capital team.
  • Backup / relief support for National office phones when Customer Service Coordinator is out.
  • Enter Purchase Orders and Process Invoices.
  • Assist with any other duties requested by President.
Qualifications, Skills & Abilities
  • Experience and intermediate or mastery of Microsoft 365 products (Outlook, Word, Excel, Teams, One Note, One Drive etc. )
  • Ability to create and deliver Powerpoint presentations
  • Able to set up and moderate Teams and Zoom meetings.
  • Previous administrative experience.
  • Valid Driver's License (some travel during the day)
  • Accounts Payable experience.
  • Able to work in a fast-paced environment.
  • Scanner/copier equipment
  • Good Communication (verbal and written) skills.
  • Property Management Experience or Construction Experience required.
  • Professional appearance
  • Bilingual a plus