Administrative Assistant 1 (Property Management)

C C Apartment Management LLC is recognized as an industry leader in management and real estate operations.  Our team manages the day-to-day operations of over 18,000 residential dwelling units across approximately 400 multi-family buildings throughout the New York Tri-state area.  The C C portfolio contains market rate, mixed market rate, affordable and full tax credit/affordable properties.

 Our mission is to provide exceptional property management services that meet the diverse needs of our various constituents, including our residents, the local community, government and financing agencies, and the owners of the properties. C C offers a full breadth of management services to improve and enhance a property’s revenue, cost control measures, maintenance, financial reporting, and resident relations.  

 C&C offers competitive compensation and benefits and tremendous potential with a growing residential real estate developer/builder organization. For more information, please visit: https://ccmanagers.com/

Areas of Responsibility and Job Requirements

The Administrative Assistant is the first point of contact for residents and guests visiting our management office and provides administrative support to the various departmental functions occurring within the management office.

Responsibilities include, but are not limited to:

• Superior organizational, interpersonal, and time-management skills, detail-oriented, efficient, multitasker, flexible, and eager to learn.
• Greet residents entering the management office in a professional and courteous manner.
• Provide office support with all day-to-day administrative functions such as answering the phones, resolve resident issues, take memos, generate and mail reminder notices and waivers, manage and distribute daily correspondence
• Manage resident requests and all incoming work orders needing repairs, and assign and distribute work to the appropriate maintenance staff, schedule inspections, repairs etc. with residents
• Daily follow-up with residents and vendors to schedule and confirm repair appointments
• Create work orders based on the on-call emergency calls received after hours and on the weekend. 
• Daily update, maintains and tracks, and closes out work orders as they are returned by maintenance staff
• Work with the AGM to create and track resident data information consisting of move-ins/outs, re-certifications, etc.
• Schedule recertification appointments, track income documentation and waivers
• Monitor and manage inventory for supplies, equipment, and appliances.  Ensure that the equipment sign-in/sign-out log is up to date and accurate and alert the supervisor and/or management if supplies are running low and provide a weekly list inventory to be ordered.
• Work closely with AGM on violation mitigation repairs
• Coordinate extermination services with the vendor and tenant.
• Other assignments as directed by the supervisor 

Minimum Education Requirements:

• High School Diploma and/or equivalency

Minimum Years of Experience Required:

• 2 years of comparable administrative work experience 
• 1 year in Customer Service focused role, preferred
• 1 year in a Front Desk focused role, preferred

Additional Knowledge, Skills, and Abilities:

• Experience with Microsoft Word, Excel, 
• Proficiency in Site Compli, Happy Co. Yardi, and RentCafe, preferred
• Detail-oriented with ability to multi-task and maintain organization in a fast-paced environment
• Bilingual in Spanish, preferred

Competencies/Essential Job Functions:

This position consists mainly of sedentary work. The position may require exertion of up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The role involves sitting most of the time. 

• The incumbent is required to have close visual acuity to perform activities such as: viewing a computer; extensive reading and visual inspection involving small defects.
• This role frequently requires incumbent to talk and hear, expressing or exchanging ideas by means of spoken work and the ability to receive detailed information through oral communication, and to make distinctions in sound; reach, picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling. 
• This role occasionally requires incumbent to climb, balance, stoop, kneel, crouch, crawling, reach, stand for long periods of time, walking and/or moving about on foot to accomplish tasks particularly for long distances

Work Environment

The incumbent may occasionally be subject to environmental conditions (protection from weather conditions, but not necessarily from temperature changes.