CommonBond Communities

Administrative Assistant

Location
Saint Paul, MN
Posted
Sep 20, 2022
Closes
Oct 20, 2022
Ref
ADMIN002156-3
Contact
CommonBond Communities
Category
Other
Job Type
Employee
Employment Status
Full Time

ESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS

Maintains a pleasant and approachable attitude
Greets and announces visitors
Answers general inquiries about CommonBond and its properties
Directs calls appropriately to staff or sites
Directs callers to website and mails community directories as appropriate
Screens solicitation calls
Develops knowledge of phone and voice mail systems using hold, speed dial, conference calls, forwarding and transferring features, and troubleshooting, maintains a presence at the front desk as scheduled

Obtains documents for Central Filing from appropriate staff, Scans documents for Central Filing and puts information into appropriate folders, Performs miscellaneous duties as needed

Routes incoming faxes and maintains front desk fax folder as scheduled  Utilize Outlook email function – read and respond to emails, arranges courier services, receives packages and deliveries, and directs to appropriate recipient

Receives and processes incoming cash and checks, receipts scan checks and forwards information to appropriate personnel.

Maintains confidentiality when handling sensitive documents, various administrative tasks as assigned including word processing, data entry, proofreading and editing, filing, compiling, and providing information to our business partners and stakeholders on a regular basis, processes incoming and outgoing mail, Makes travel arrangements for staff Ensures adequate stock of office supplies.

Orders supplies monthly organize supply cabinet and make any special orders of furniture/equipment as directed.

Coordinate & Communicate with Management, Staff, Office Manager, and Vendors to provide staff with sufficient workspace. and organize the logistics of each project to ensure a smooth outcome.

MINIMUM REQUIREMENTS
High School diploma or equivalent
Proficiency in MS Word, Excel and database software
Minimum two years of receptionist and administrative experience in a busy professional office
Ability to successfully manage multiple projects
Demonstrated ability to successfully manage the 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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