Administrative Assistant

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The Administrative Assistant to the Operations team provides support to Regional Managers and Regional Vice Presidents. Strong attention to detail and professionalism are required as this position is responsible for preparing information to owners, processing due diligence reports, and proofing market surveys. The Administrative Assistant to the Operations team has at least 5 years previous experience in a corporate administrative role and strong Microsoft Office skills.

• Assist Regional Managers by running reports and completing a spreadsheet for meetings on Monday mornings
• Process payroll entries for the Regional Managers and Community Managers on a bi-weekly basis
• Proof and archive market surveys from communities on a monthly basis
• Prepare property management agreements and due diligence agreements as needed
• Assist in the preparation of packages for owners, lenders, etc. as needed
• Ability to produce presentations, organizational charts, demographic reports, market research, property data sheets, competition maps, graphs, charts, and mailings
• Assist with the preparation of community budgets on an annual basis
• Plan and coordinate company meetings and events when requested
• Handle resident calls in a professional manner
• Make travel arrangements, coordinate event registrations, and create expense reports
• Support communities and other departments as needed
• Special projects and other tasks or duties as assigned by supervisor
• Maintain an excellent customer service relationship by adhering to the Gables Pledges of Customer Service
• Adhere to the Gables Standard Operating Procedures

To perform this job successfully, an individual must be able to perform each essential duty well. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education
A High School education or equivalent is required. Position requires the ability to read and write English fluently.

Professional Experience
Five years of corporate administrative assistant experience is required. Previous property management experience is preferred, but not required.

Attendance/Travel Requirements
The position requires the ability to work five days of the week, usually 8:30 am to 5:30 pm, but flexible if overtime is required. Minimal or no travel is required.

Licenses/Equipment

A valid driver’s license and current automobile insurance is required. Position requires individuals to furnish their own vehicle to fulfill all of the job’s functions. Position requires the ability to use general office equipment including computer, printers, copy machines, fax machines, postage machine, binding machine, etc.

Skills

• Ability to manage multiple tasks in a fast-paced environment with limited supervision
• Ability to maintain confidentiality
• Maintain a professional image
• Good listener with ability to calm irate customers
• Ability to compose a variety of spreadsheets
• Excellent written and verbal communication skills while working with all levels of the organization
• Ability to accept and learn from constructive criticism
• Must be well organized
• Must be detail oriented
• Must be team oriented but able to work independently
• Must demonstrate tact and diplomacy
• Ability to prioritize tasks
• Must be efficient
• Must have good problem solving skills
• Must be customer service oriented
• Ability to meet deadlines
• Ability to follow oral and written instructions

Computer skills

• Excellent MS Outlook, Word, Excel, PowerPoint and Publisher skills
• Adobe Acrobat experience
• Strong Internet knowledge

Learning & Development:

Maintain a commitment to ongoing personal development and career growth though career path activities provided through Gables University curriculum and external sources as needed.

An Equal Opportunity Employer – M/F/D/V.

If you’re passionate about exceeding goals and providing exceptional customer service experiences, come join Gables in our mission of Taking Care!

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