Office Support Specialist

2 weeks ago

Scotts Valley California, United States The John Stewart Company Full time

Overview:

COMPANY SUMMARY:


The John Stewart Company is a comprehensive housing management, development, and consulting firm that has been dedicated to delivering exceptional service in the affordable housing industry since its inception in 1978.

Our mission is to enhance the lives of our residents and team members while providing our services in a cost-effective, efficient manner, upholding the highest standards of professionalism, compassion, integrity, and respect.


SUMMARY OF THE POSITION:


As a vital member of the Administrative Team and under the direct supervision of the Office Manager, the Office Support Specialist is tasked with performing a variety of administrative functions to support the office's operations.


Key Responsibilities:
  • Monitor and manage the general delivery mailbox, ensuring timely distribution of messages.
  • Handle incoming phone calls, directing them to the appropriate staff or voicemail.
  • Prepare and dispatch outgoing mail, including packaging and ensuring proper postage.
  • Coordinate package pickups with courier services such as FedEx and UPS.
  • Assist in organizing and maintaining the company’s filing systems, both physical and digital.
  • Schedule maintenance and repairs for office equipment as needed.
  • Maintain an updated inventory of storage items and manage shipments to storage facilities.
  • Communicate with cleaning and janitorial services regarding their needs and requirements.
  • Process office invoices and manage payment approvals.
  • Order and procure office and kitchen supplies as necessary.
  • Maintain various lists, including internal contact information and emergency data.
  • Prepare quarterly reports and invoices related to office expenses.
  • Update and maintain the Front Desk Manual with relevant information.
  • Process requests for reasonable accommodations.
  • Complete special projects as assigned.
  • Draft letters, memos, and other written communications.
  • Provide support to other administrative staff as required.
  • Track and report on client and stakeholder requirements.
  • Assist in the preparation of occupancy reports and other periodic documentation.
  • Help develop and maintain key performance indicators (KPI) tracking reports.
  • Assist with the management of insurance and contract renewals.
  • Support the annual budgeting process by gathering necessary data and updating records.
  • Coordinate temporary staffing solutions for site coverage.
  • Prepare and analyze resident survey results.
  • Assist in vendor sourcing and management for various projects.
  • Support the organization of property management training sessions and events.
  • Contribute to the development of training materials and resources.
  • Assist with energy benchmarking initiatives.

Qualifications:
  • Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
  • Strong written and verbal communication skills in English.
  • A minimum of three years of experience in administrative roles or property management.
  • Demonstrated ability to manage multiple projects simultaneously.
  • Experience in project management and organizational skills.

Benefits Overview:

Employees working 30+ hours per week are eligible for a comprehensive benefits package, including:

  • Medical, dental, and vision coverage with preventative care at no cost.
  • Up to ten days of vacation leave in the first year.
  • Up to 72 hours of sick leave annually.
  • Flexible Spending Accounts for healthcare and dependent care.
  • Company-paid life insurance and long-term disability coverage.
  • Access to confidential counseling through the Employee Assistance Program.
  • Commuter benefits and discounts for various services.
  • Annual wellness reimbursement.
  • 401(K) retirement savings plan with company matching.

Employees working less than 30 hours per week receive a selection of benefits, including:

  • Access to the Employee Assistance Program.
  • Commuter benefits and discounts.
  • Annual wellness reimbursement.
  • 401(K) retirement savings plan with company matching.
  • Up to 72 hours of sick leave annually.

Equal Opportunity Employer:


The John Stewart Company is committed to providing equal employment opportunities to all individuals without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other characteristic protected by law.


We consider qualified applicants with criminal histories in accordance with applicable laws.


California Consumer Privacy Act:


In compliance with the California Consumer Privacy Act, we provide notice regarding the collection of personal information from applicants residing in California.

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