The purpose of this job description is to communicate the responsibilities and duties associated with the position of ADMINISTRATIVE ASSISTANT. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. Every Keener employee is expected to perform any reasonable task or request that is consistent with fulfilling company objectives. Our company emphasizes a TEAM APPROACH which focuses on a spirit of cooperation, common purpose, and culture of superior customer service. Working together as a team encourages superior performance through open communication and decision empowerment. It is imperative that you review these duties, skills, and physical requirements closely and that you understand that, by signing the Job Description Acknowledgement, you are verifying that you can perform all the duties, have the skills, and possess the physical abilities that are necessary to perform the job as described.
JOB SUMMARY
The purpose of the ADMINISTRATIVE ASSISTANT is to effectively provide secretarial and administrative support to the President, Vice President, Regional Supervisor, and Area Managers. The ADMINISTRATIVE ASSISTANT will also be responsible for answering and routing all corporate incoming calls and act as office manager at the corporate office.
Conduct all business in accordance with company policies and procedures, Fair Housing laws, American with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to multifamily housing.
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Generates weekly, monthly, and year-end financial reporting for distribution to clients.
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Prepare and distribute RFP’s and/or proposals.
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Maintain insurance renewals and updates for all properties.
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Maintain master property files, including, but not limited to general correspondences, incident reports, property and/or resident letters, inventory, vendor contracts, management agreements, rent schedules, etc.
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Update and generate various corporate and property lists.
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Assist President, Vice President, Regional Supervisor, and Area Managers with retrieval of telephone messages, when requested, filing and communication with on-site employees.
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Coordinate calendars, schedules, meetings, training, and travel arrangements.
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Manage all corporate incoming calls and route to appropriate person and/or department.
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Maintain office supplies and order when necessary.
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Provide assistance to the executive team and Regional Supervisors.
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Manage front desk responsibilities, including greeting visitors and answering corporate phone line.
QUALIFICATIONS
The ADMINISTRATIVE ASSISTANT will demonstrate the ability to work with limited supervision and be able to multi-task which are key components to the success of the role.
Computer Skills: Proficiency in using Microsoft Office (Word, Excel, PowerPoint), OneDrive.
Office Equipment: Personal computer, calculator, copy machine, fax machine, telephone, key machine.
EDUCATION/TRAINING
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High school diploma or equivalent required. College degree preferred.
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Two years’ experience in clerical work and business administration or any equivalent combination of education, training and experience that demonstrates the ability to perform the duties of this position.
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Read, write, and effectively communicate in the English language.
PHYSICAL REQUIREMENTS
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Stand and walk or sit alternatively depending on specific needs of the day. Estimate 60% of time is spent on feet and 40% sitting at desk.
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Have occasional need (33% to 66% of the time) to perform the following physical activities.
Bend/Stoop/Squat Pick up litter, filing.
Climb Stairs Push or Pull
Open and close doors. Reach Above Shoulder, store/retrieve supplies
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Have occasional need (33% to 66% of the time) to perform standing and walking activities.
Writing/Typing Corporate, resident communications.
Grasping/Turning Telephone, doorknob use.
Finger Dexterity Operation of equipment.
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Lifting/carrying (paperwork, deliveries, files, miscellaneous)
Over 25 lbs. Rare needs (less than 1% of the time).
20 lbs. 25 lbs. Occasional need (1% to 33% of the time).
Less than 20 lbs. Frequent need (33% to 66% of the time).
Under 10 lbs. Constant need (66% to 100% of the time).
VISION REQUIREMENTS
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Constant need (66% to 100% of the time) to complete forms, read and review reports and a wide variety of correspondence and view computer screen. Frequent need to see small details.
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Frequent need (33% to 66% of the time) to see things clearly beyond arm’s reach.
HEARING REQUIREMENTS
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Constant need (66% to 100% of the time) to communicate over telephone and in person with clients, vendors, and residents.
WORK ENVIRONMENT
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Indoors (66% to 100% of the time).
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Outdoors, all conditions (rare occasion).
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Performs duties under pressure and meets deadlines in a timely manner.
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Works as part of a team, as well as completes assignments independently.
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Takes instructions from leadership roles.
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Exercises strong analytical, organizational and time management skills.
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Able to resolve conflict in a professional manager.
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Interacts with co-workers, supervisors, vendors, and the public in a professional and pleasant manner.
REASONABLE DEVELOPMENT
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HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action. Must effectively convey ideas, images, and goals to a diverse group of personalities.
SAFETY RESPONSIBILITIES
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Learn and comply with all company safety rules.
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Always use appropriate safety equipment.
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Immediately reports all unsafe conditions to your supervisor. Must be familiar with all safety features or equipment, machinery, or materials encompassed by job duties.
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Must check with your supervisor if there is a question as to the safe procedure to be used for any job function.
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Reports all liability and property incidents to the supervisor and/or Human Resources immediately.
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Takes the monthly safety courses as required.
ADDITIONAL REQUIREMENTS
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Employees must the performance of standards of this position and comply with policies, rules, and procedures of the company, including those set out in the Keener Employee Handbook, or otherwise communication (verbally or in writing) to employees.
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The job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification, and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by the Executive Team.
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Work a minimum of 40 hours per week. May be asked to attend functions which may include weekends.