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Admin Assistant

Boston, MA 02115

Posted: 03/30/2023 Employment Type: Contract Job Category: Administrative Job Number: 549091 Country: United States Is job remote?: No

Job Description

The Administrative Assistant will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency, and safety for the Real Estate Team.  The Administrative Assistant is responsible for streamlining administrative procedures and managing office services for the Real Estate team in the office and in the field.      

  • Answers and fields phone calls, retrieves voicemail messages left in the general mailboxes and distributes messages to the appropriate members of the team.
  • Responsible for preparing new files for new client units  
  • Responsible for preparing cover sheets for documents that require a signature in an accurate and timely manner 
  • Preparing new leases utilizing DocuSign
  • Schedule new potential unit walk-through
  • Closeout work orders for Facilities
  • Prepare notices, including inspection notices, and mails them out to clients
  • Assists with field inspections as needed 
  • Assists in Real Estate projects when needed 
  • Organizes and keeps track of the supply list (mattresses and bed frames) 
  • Places supply orders 
  • Opens and processes utility accounts for new units 
  • Assists in DHCD inspection on an emergency basis
  • Serve as a representative of the Real Estate team while they are out in the field
  • Perform other duties as assigned.

Qualifications: (education, years of experience, knowledge base, skills)
  • BA/BS or equivalent is strongly preferred and two years of human service experience, working with low income and diverse population
  • Five (5) years experience as Office Manager/Administrator
  • Bilingual, English/Spanish
  • Ability to communicate professionally, verbally, and in writing
  • Proficiency in Microsoft Office software
  • Ability to work independently and as a contributing member of a team
  • Proven office management, administrative or assistant experience
  • Excellent time management, organizational skills, and ability to multi-task and prioritize work
  • Ability to react quickly to shifting priorities and multiple tasks while maintaining professional composure
  • Self-starter who takes initiative to learn quickly on the job and find areas for efficiency improvement
  • Ability to accurately complete paperwork
  • Well organized, flexible and positive attitude while supporting an office of diverse employees and clients
  • Strong planning and organizational skills and ability to work well with managers, peers, direct reports, and internal and external partners
  • Creative systems designer and implementer
  • Highly proficient computer skills
  • Reactive and diplomatic communicator
  • Solution-focused
  • Excellent strategic thinker
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