Administrative Assistant

PART-TIME position

Location: Lakeside Apartments in Columbia, SC

Summary
To provide prompt and efficient administrative support for office staff and to help coordinate all activities related to the reception area at assigned property(s). The Administrative Assistant is responsible for effectively supporting the needs of the Affordable Business unit by providing office services by implementing administrative systems, procedures, policies, and organizational support. Some travel will be required.

I. ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as receptionist for the front office. Provide administrative support for property staff to ensure that high-quality work is produced within established deadlines.
  
• Handle all correspondence, incoming and outgoing mail, including confidential materials, in a professional and expedient manner.
  
• Set up and maintain accurate files and records that may be easily accessed by staff. Ensure that all filing is updated in a timely fashion.
  
• Greet visitors, answer all incoming telephone calls, and play an active role in organizing and prioritizing all front office activities.
  
• Maintain office copiers and fax machines by keeping necessary supplies on hand and calling for repairs when necessary.
  
• Monitor stock of forms and supplies for office staff and reorder as needed.
  
• Assist with organizing meetings on or off-site to include scheduling supply/equipment assembly, follow up, and agenda/minutes/notes preparation and distribution.
  
• Perform administrative duties necessary to the day-to-day running of the office as a whole in a proactive and committed fashion.
  
• You must have a desire to want to learn, from your mistakes and from those of your colleagues.
  
• Excellent communication skills - - attentive listening.
  
• Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, scanning, filing, and preparation of routine correspondence and memoranda in accordance with instructions.
  
• Scans and emails Managers all mail received on days he/she is not in the office.
  
• Ability to plan, organize and prioritize tasks according to schedules and deadlines.
  
• Ability to thrive in a deadline-oriented work environment - - flexibility and multi-tasking are a must in managing work load.
  
• Proficiency with maintaining accurate records and reports - - attention to detail is critical.
  
• Must have excellent communication skills, both verbal and in writing - - ability to deal effectively with internal and external customers in handling inquiries and communicating information.
  
• Maintains and creates files per NHE, Inc. filing system - - ensure that filings are maintained and current.
  
• Assures that the work meets quality and production standards by reviewing the work for accuracy and proper completion.
  
• Set up filing system hanging/file folders for new properties and on server
  
• Maintain Affordable property data sheets on server
  
• Handles filing/scanning of all properties information on our server and file drawer
  
• Maintains EIV coordinator/user notebooks to include tracking the receipt of new certifications, annual and semi-annual recertification and sending this information out to appropriate staff for their records.
  
• Assists with creating re-financing documents. Creating Refinancing notebooks to include tabs for both our company and property owner. Scanning and saving those completed documents on the server in the same order and labeled as tabbed in notebooks.
  
• Assists with completing Directors and Officers Insurance applications for renewals when necessary
  
• Assists with completion of Affirmative Fair Housing Marketing Plans for all properties when they are due to renew
  
• Tracks and Notifies President, VPAPM, Regional Property Managers on expiration dates of Management Agreements, Management Certifications and AFHMP’s quarterly, and assists with the preparation of those documents.
  
• Assists with the gathering of information for our Property and Liability Insurance Renewal
  
• Primary person to answer phone lines.
  
• Other duties may be assigned.
  
• Attendance is an essential job function.
  
• This job description does not list all functions and tasks. Job functions may be added, deleted, or modified at any time by your management team.

II. KNOWLEDGE, SKILLS AND ABILITIES

• High School Diploma or equivalent preferred; or combination of education and experience.
  
• Will interact regularly with members of management and technicians.
  
• Must be able to deal with moderate to high levels of stress due to meeting deadlines, reprioritizing activities
  
• Technology literate with advance computer skills to include: PowerPoint, Word, Excel*, Outlook, Photoshop, Adobe* and Internet. *Proficiency in formulas, spreadsheets, and workbooks.
• Proficiency in creating PDF and PDF fillable files.
  
• Knowledge and experience modifying photos
  
• Experience using organizational and administrative skills.
  
• Ability to work with little direction maintaining confidentiality and professionalism.
  
• Willingness and ability to learn additional software packages as required.
  
• Excellent interpersonal and communications skills.
  
• Ability to establish strong interpersonal relationships with team members.
  
• Professional demeanor.

III. SUPERVISORY RESPONSIBILITIES

None

IV. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Must be able to maintain confidentiality with matters you assist with and/or see/hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

V. EDUCATIONAL AND/OR EXPERIENCE

Two-year certificate from college or technical school; six months related experience and/or training; or equivalent combination of education and experience.

VI. LANGUAGE/MATHEMATICAL/REASONING ABILITY

• Ability to read and comprehend simple instructions, short correspondence, and memos.

• Ability to write simple correspondence.

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.

• Ability to deal with problems involving a few concrete variables in standardized situations.

One must be an experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, a positive attitude. The ideal candidate would be a self starter who can work independently and follow direction with sound judgment. Proficient reading and math skills are a must.

VII. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently exposed to outside weather conditions. The noise level in the work environment is usually moderate.

VIII. WORKING CONDITIONS AND ENVIRONMENT

While performing the duties of this job, the employee primarily works indoors from the NHE, Inc. on-site property office. The employee will regularly work in a highly mobile environment in performance of the above duties and responsibilities. The noise level in the work environment is usually moderate.

IX. POLICIES AND PROCEDURES

The employee in this job must be knowledgeable about the company's policies and procedures as described in the company Employee Handbook.

About NHE, Inc.

As a diverse real estate management company, we appreciate the importance that professionalism, caring service and relationships have on providing quality services to residents and property owners alike. We work to provide superior service by capitalizing on our vast experience, dedicated employees and investments in technology, training and certification.

Based in Greenville, South Carolina, NHE is a leader in homeowner association management services, multi-family and apartment management solutions, and consults with owners and operators to determine best practice operations.

EOE