Administrative Assistant for Property Management

The Property Management Administrative Assistant will be based in the Boston Corporate office and will have responsibility for providing direct comprehensive support to the Executive Vice President of Property Management, three (3) Vice Presidents of Operations and PM Directors on various tasks as assigned. S/he must be able to interact both with TCB team members and residents and communicate effectively using sound judgment and maintaining confidential information. S/he must demonstrate independence and initiative as well as an enthusiasm for the Organization’s mission. S/he will support property management in best achieving  TCB’s  strategic plan, in striving to be the management company of choice and in growing the size and strength of our portfolio. This position also serves as a member of the 504/Reasonable Accommodations Committee for the organization. This essential position places the mission, vision, objectives, and priorities of The Community Builders at the forefront of all work and  every decision.  

Essential Functions

• Administrative and organizational management of multiple due dates and reporting deadlines
• Preparation and presentation of reports, presentations, statistical graphs & charts and other materials for meetings and correspondence
• Manage complex scheduling and travel arrangements including team & training meeting logistics for multiple team members
• Maintain Outlook calendar and expense reporting for senior level team members
• Maintain internal tracking systems data with complete and timely accuracy, providing updated timelines for the PM management plans and manages and mitigates any delays
• Order PM specific office supplies
• Partner with Human Resources to order and confirm that all Fair Housing and employee-related posters are in place/up to date at all property offices
• Partner with Directors of Training and Operational Support and Marketing and Leasing assuring that all site letterhead, business cards, brochures and all other printed materials is consistent with company design standards and in place
• Assist Director of Training and Operational Support in updating of SOPs and the property management intranet pages
• Assist the Director of Facilities in needed support related to facilities tracking and initiatives.
• Run and compile Blueprint For Success reports and distribute to POM/D group
• Provide support, data, and assistance to property management Directors for completion of their specific tasks/deliverables
• Capable of working with minimal supervision and perform effectively under tight time deadlines (move to below)
• Execute general clerical duties, including but not limited to photocopying, faxing, scanning, mailing, and filing, maintenance of files, both hard copies and electronic filing system, distribution, and management of incoming mail
• Answer resident, vendors, and employee telephone inquiries, direct and screen calls as appropriate, notify site teams of relevant concerns shared, and track all interactions as necessary
• Receive requests for the TCB Reasonable Accommodations Committee, organizing packages of information regarding such requests, notifying residents and site teams of the Committee decisions, and tracking all relevant steps in the process.
• Other duties as assigned

Skills and Abilities

• Excellent computer skills (experience with MS Office Suite necessary, knowledge of Adobe Pro Suite, and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
• Ability to organize meetings (contact attendees, prepare agendas, keep minutes, distribute notes, etc.
• Ability to undertake, balance, and manage multiple simultaneous tasks, requests, and assignments in a poised, organized, and professional manner, with exceptional organizational skills
• Outstanding customer service skills & the ability to create a customer focused culture
• Excellent interpersonal skills, ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from difficult customers, appreciative of varied personalities and good-natured humor, gains satisfaction from assisting others
• Ability to independently create in Microsoft Office programs (Word, Excel, Project, PowerPoint, etc.) presentations, correspondence, and reports
• Demonstrated ability to quickly learn new software programs, processes, skills, and information
• Must possess the ability to communicate effectively with all levels of management, employees, TCB residents and outside contacts in person, in writing, and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
• Must be able to work autonomously as well as function as part of a group, and must be comfortable leading/directing small groups as may be required
• Must be trustworthy, ethical, reliable, and dependable