Administrative Assistant

Boston, MA, USA Req #706
Tuesday, October 5, 2021

Administrative Assistance, 140 Clarendon, Boston, MA 

General Statement of Duties:  Acts as the Community representative by greeting and welcoming residents and visitors.  Provides administrative support to the staff.

Supervision Received:  Reports to the Property Manager.

Supervision Exercised:  No supervisory duties required. 

Essential Functions of the Position: (Any one position may not include all of the duties listed, nor do the listed examples include all duties that may be found in positions of this class.)
 
Fosters a positive, active and collaborative relationship with residents, communities and associated agencies.  Preserves and respects resident and applicant confidentiality.
Maintains reception area and office in a neat and orderly manner.
Enforces and adheres to company policies, rules and regulations.
Works patiently, professionally and cooperatively with residents and staff.
Opens and closes office; maintains files; ensures all office equipment is operable.
Answers telephones in a professional manner; directs calls appropriately and records messages.
Transfers telephones to and from answering service.
Greets and assists applicants, residents and guests.
Processes rental applications. Assists prospective tenants with application procedures.
Tracks and files re-certification verification forms.
Processes rent checks.
Provides administrative support including filing, producing computer documents with Word/Excel documents, and performing routine office tasks.
Sorts, stamps and distributes mail.
Enters work orders in Yardi computer system and directs to Maintenance Department.
Contacts Maintenance Department via Nextel for emergencies.
Schedules appointments as requested. Orders office supplies.
Obtains resident signatures on completed recertifications and notifies residents on weekly basis of outstanding or unsigned recertifications.
Coordinates pest control with Maintenance Dept. – maintains accurate details (spreadsheet)
Special projects, as assigned.

Experience and Education:  High School Diploma or G.E.D. required.

Qualifications and Skills:  Knowledge of subsidy programs.  Strong computer proficiency with Microsoft Word and Excel.  Solid verbal and written communication skills. English fluency; bilingual capabilities may be helpful.  Must possess strong organizational skills and be detail oriented.  Patient, pleasant and professional demeanor. Ability to handle emergency situations and pressure due to complexity and time-sensitivity.  Ability to be an active team member within the Company.

Beacon Core Competencies required for all positions:
Teamwork, Integrity/Ethics, Dependability, Customer Focus, Adaptability/Flexibility.

Receptionist /Administrative Assistant Functional Job Competencies required:
Job Knowledge, Interpersonal Skills, Communication, Computer Skills, Personal Organization
 
EOE

Beacon Communities LLC seeks a diverse pool of candidates. We are committed to a policy of equal employment opportunity without regard to race, color, ancestry, national origin, religion, disability, gender, gender identity, sexual orientation, age, veteran status or other protected class. 

Benefits Offered:
  • Medical, Dental and Vision insurance, beginning on the first of the month after hire.
  • 401(k) with company match, short term disability and long term disability insurance.
  • 3 weeks’ paid vacation, 13 paid holidays.
  • Summer flex scheduling options to allow for early releases on Friday from Memorial Day to Labor Day.
Beacon Communities LLC seeks a diverse pool of candidates. We are committed to a policy of equal employment opportunity without regard to race, color, ancestry, national origin, religion, disability, gender, gender identity, sexual orientation, age, veteran status or other protected class.

Beacon Communities - 2018, 2019, 2020 Boston Globe's Top Places to Work!!

At Beacon, we strive to make a difference in our residents’ lives. We build outstanding communities that make enduring contributions to the vitality of our cities and towns. We create communities that serve a diverse cross section of our society. Our communities are healthy and vibrant. Why? Because they are planned with care, consideration, and compassion.
 
Company Overview: Founded in 2004, Beacon Communities LLC is a privately-owned real estate firm that develops, acquires, invests in, and manages a wide range of multifamily housing. Beacon currently owns and manages approximately 18,000 apartments including affordable housing, market rate housing, and mixed income-housing. Its developments range from new construction, to historic adaptive reuse, to the renovation of existing housing. 


Other details

  • Job Family Site Administration
  • Pay Type Hourly
  • Required Education High School
Location on Google Maps
  • Boston, MA, USA