Administrative Assistant - Leasing / Purchasing

PRIMARY JOB FUNCTIONS

Process paperwork for all residential facilities including housing applications, move ins / move outs, monthly billings, annual recertifications, tenant files, and reports as required.

Work with Authority staff, recipients / recipient’s payees, owners, recipient billing, and other

information exchange.

Receive medical, janitorial, and office supply type orders delivered to main office and prepare items for distribution to appropriate programs / locations. Work with maintenance personnel to ensure items are delivered timely.

Assist with record keeping and reporting of asset inventory, including fixed assets, electronic items,

furniture and appliances at acquisition and disposal.

Assist with oversight of maintenance work order reporting and repair follow up. This includes

working with maintenance staff and / or vendors to ensure repairs are completed in timely and

acceptable manner.

Assist in management of agency fleet vehicles (including spares), maintenance of keys, and

vehicle / driver files.

Assist the Occupancy Manager, as needed in performance of any duties assigned to the

Occupancy Manager.

Conduct all business in accordance with company policies and procedures, Fair Housing,

American with Disabilities Act. Abide by all federal, state and local laws and any other codes

pertaining to property management.

Receive, assign, inspect, and manage items purchased by the agency, while ensuring accuracy and quality control. Responsible for handling and transporting packages throughout the facility as needed, including going up and down stairs.

Conduct special projects / assignments including other duties as assigned.

MINIMUM QUALIFICATIONS :

Associate degree in business or a related field or two (2) years’ experience in property

management, purchasing, and fleet management.

The ability to effectively communicate and establish a working relationship with recipients,

staff, vendors, and other agencies as needed. Must be punctual, self-motivated and have the

ability to resolve issues effectively.

Strong computer skills with experience in Microsoft Word, Excel, property management application and the ability to learn new applications quickly.

Must have a valid driver’s license, proper automobile liability insurance and dependable

transportation to perform duties to meet inspectors and vendors at the property.

PREFERRED QUALIFICATIONS :

Working knowledge of Real Page Onesite Software.

Experience working with fleet management.

Experience working in purchasing.

Ability to communicate clearly, orally, and in writing.