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Administrative Assistant
Location:
- Corporate Office – San Antonio, TX
Position Summary:
Provide the administrative duties and support for the Director of Operations (Director), Assistant Directors of Operations (ADO), Regional Managers (RM), and Facilities Coordinator (FC) with day-to-day activities including coordination of travel, training events, corporate communications with residents and field staff, processing of invoices, and distribution of various property management reporting.
Will coordinate travel and assist with coordination of training events. Will handle phone calls and correspondence from tenants and properties’ field staff; provide weekly property “flash” reports; interface with property staff, vendors, and accounting staff to process payment requests; provide answers to routine questions and research answers to special questions so that Regional Managers may act quickly; perform all related duties the Director of Operations may assign.
Qualifications:
ESSENTIAL FUNCTIONS:
- Receive phone calls and correspondence from properties; handle routine questions and refer special questions to the appropriate Regional Manager, Facilities Coordinator, Training Coordinator, Assistant Director, or Director of Operations.
- Receive, report/route, and track tenant complaints.
- Orders staff uniforms and polo shirts as needed or directed.
- Maintain an effective communication network among field staff, residents, Regional Managers, Facilities Coordinator(FC), Training Coordinator, Assistant Director, and the Director of Operations.
- Produce, edit, and/or format various computer-generated documents and correspondence as directed by the Director, ADO’s, FC, and RM’s.
- Schedule, organizes, and arranges meetings involving the FC, and RM’s.
- Maintain schedules of inspections, training, etc. for on-site personnel.
- Make travel arrangements as directed for all Property Management Staff either on-site, Regional Managers, or Corporate Office personnel.
- File all official correspondence materials pertinent to property management to include electronic correspondence and documents in M-Files, company cloud, and other computer server locations.
- Perform all related duties the Director, ADO’s, FC, and RM’s may assign.
- Other duties as assigned.
KNOWLEDGE, SKILLS, ABILITIES GENERAL PERFORMANCE:
- Type at least 60 words per minute with high degree of accuracy.
- Detail oriented.
- Must be able to multi-task, prioritize and complete tasks in a timely manner.
- Must be able to work after hours when important deadlines must be met.
- Must be able to process and maintain sensitive personal and corporate information discreetly and confidentially.
EDUCATION & EXPERIENCE REQUIRED:
- Associates degree in business administration preferred.
- High School Diploma or GED.
- Competency in the following computer programs: Microsoft Word, Excel, Access, Publisher, Outlook Exchange, and Power Point.
- Minimum of one-year experience in administration and office management
- Must have and maintain a valid driver’s license.
EOE STATEMENT:
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
