CommonBond Communities

Administrative Assistant

Location
St. Paul, MN
Posted
Jan 10, 2022
Closes
Feb 09, 2022
Ref
ADMIN001851-3
Contact
CommonBond Communities
Category
Other
Job Type
Employee
Employment Status
Full Time

ESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS

  • Answers and directs incoming calls
    1. Maintains pleasant and approachable attitude
    2. Answers general inquiries about CommonBond and its properties
    3. Directs calls appropriately to staff or sites
    4. Develops knowledge of phone and voice mail systems using hold, speed dial, conference calls, forwarding and transferring features and trouble-shooting
    5. Maintains presence at the front desk as scheduled
  • Processes documents for Central Filing
    1. Obtains documents for Central Filing from appropriate staff
    2. Scans documents for Central Filing and puts information into appropriate folders
    3. Performs miscellaneous duties as needed
  • Maintains communication flow and business processes
    1. Utilize Outlook email function – read and respond to emails
    2. Schedules meetings and trainings for small and large groups
    3. Types minutes and agendas for internal meetings
  • Invoicing and Billing
    1. Receives and processes incoming checks, receipts
    2. Scans checks and forwards information to appropriate personnel.
    3. Creates check requests for multiple properties and tracks appropriate information
    4. Works with detailed MS Excel spreadsheets - including formulas and in depth formatting.
    5. Completes site billing requests and spreadsheets each month for a variety of vendor invoices
  • Provides administrative support functions needed
    1. Maintains confidentiality when handling sensitive documents
    2. Various administrative tasks as assigned including word processing, data entry, proofreading and editing, filing
    3. Compiling and providing information to our business partners and stakeholders on a regular basis
    4. Processes incoming and outgoing mail
    5. Makes travel arrangements for staff
  • MINIMUM REQUIREMENTS

    • High School diploma or equivalent
    • Proficiency in MS Word, Excel and data base software
      1. High level of knowledge in Excel Required: spreadsheets, formulas etc.
    • Minimum two years receptionist and administrative experience in busy professional office
    • Ability to successfully manage multiple projects
    • Demonstrated ability to successfully manage busy multi-line telephone system
    • Demonstrated experience with data entry
    • Demonstrated ability to type 45 wpm
    • Attention to detail and ability to effectively proofread
    • Ability to maintain confidentiality
    • Excellent interpersonal, organization and communication skills

     

    PHYSICAL REQUIREMENTS

    • Ability to sit for extended periods of time
    • Ability to bend at the waist, kneel, stoop
    • Ability to lift and carry up to 30 pounds
    • Ability to walk up and down flights of stairs
    • Ability to accurately type 45 words per minute
    • Specific training in word processing and use of computers
    • Ability to stand for extended periods of time
    • Ability to reach above shoulders
    • Ability to open and close files drawers
    • Ability to file documents for extended periods of time

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