CommonBond Communities

Administrative Assistant

7 days left

Location
Minneapolis, MN
Posted
Oct 24, 2018
Closes
Nov 23, 2018
Ref
018-0131
Contact
CommonBond Communities
Category
Other
Job Type
Employee
Employment Status
Full Time
CommonBond Communities is excited to announce the search for a full time (40 hrs /week) Administrative Assistant at Seward Tower West, a 320 Unit family community in South Minneapolis.

The Administrative Assistant maintains a professional consistent presence and acts as the critical first point of contact for inquiries to the Property Management department. This person answers phones, greets visitors, maintains essential contact information throughout the company, and provides various administrative support functions.

We offer:
Competitive, market based pay
Generous benefits package the first of the month after 30 days of employment
Eleven paid holidays
A challenging, fun, career growth oriented work environment
A chance to make a difference in lives of our residents

ESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS
1) Greets visitors and answers and directs incoming calls
a) Maintains pleasant and approachable attitude
b) Greets and announces visitors
c) Answers general inquiries about CommonBond and its properties
d) Directs calls appropriately to staff or sites
e) Directs callers to website and mails community directories as appropriate
f) Screens solicitation calls
g) Develops knowledge of phone and voice mail systems using hold, speed dial, conference calls, forwarding and transferring features and trouble-shooting
h) Maintains presence at the front desk as scheduled
2) Processes documents for Central Filing
a) Obtains documents for Central Filing from appropriate staff
b) Scans documents for Central Filing and puts information into appropriate folders
c) Performs miscellaneous duties as needed
3) Maintains communication flow and business processes
a) Routes incoming faxes and maintains front desk fax folder as scheduled
b) Utilize Outlook email function – read and respond to emails
c) Arranges courier services
d) Receives packages and deliveries and directs to appropriate recipient
4) Cash Receipts
a) Receives and processes incoming cash and checks, receipts
b) Scans checks and forwards information to appropriate personnel.
5) Provides administrative support functions needed
a) Maintains confidentiality when handling sensitive documents
b) Various administrative tasks as assigned including word processing, data entry, proofreading and editing, filing
c) compiling and providing information to our business partners and stakeholders on a regular basis
d) Processes incoming and outgoing mail
e) Makes travel arrangements for staff
6) Ensures adequate stock of office supplies.
a) Orders supplies monthly
b) Organizes supply cabinet
c) Make any special orders of furniture/equipment as directed
7) Manages work space for staff.
a) Coordinate & Communicate with Management, Staff, Office Manager, and Vendors to provide staff with sufficient work space.
b) Organize the logistics of each project to ensure a smooth outcome.


MINIMUM REQUIREMENTS
1) Ability to speak Oromo or Somali
2) High School diploma or equivalent
3) Proficiency in MS Word, Excel and data base software
4) Minimum two years receptionist and administrative experience in busy professional office
5) Ability to successfully manage multiple projects
6) Demonstrated ability to successfully manage busy multi-line telephone system
7) Demonstrated experience with data entry
8) Demonstrated ability to type 45 wpm
9) Attention to detail and ability to effectively proofread
10) Ability to maintain confidentiality
11) Excellent interpersonal, organization and communication skills

PHYSICAL REQUIREMENTS
1) Ability to sit for extended periods of time
2) Ability to bend at the waist, kneel, stoop
3) Ability to lift and carry up to 30 pounds
4) Ability to walk up and down flights of stairs
5) Ability to accurately type 45 words per minute
6) Specific training in word processing and use of computers
7) Ability to stand for extended periods of time
8) Ability to reach above shoulders
9) Ability to open and close files drawers
10) Ability to file documents for extended periods of time


rec:max

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