DRUCKER + FALK
Job Title
Administrative Assistant
Reports To
Office Manager
Job Summary
The Administrative Assistant will perform general administrative duties, including but not limited to, the handling of Company mailroom, processing mail, maintaining files and filing, processing payables, and handling phone lines. Responsible for proper use and maintenance of Company office equipment, copiers, mail machine, sorting machine. The ideal applicant should be proficient in Microsoft Outlook, Word, and Excel, excellent grammar and editing skills, be a clear and concise speaker, and able to work independently or as part of a team. Must be capable of performing duties with limited supervision.
This position is responsible for a full range of administration responsibilities and must be able to handle an array of duties in a team environment. Occasional overtime and after hours/weekend work may be required and is limited to the extent possible.
Essential Duties and Responsibilities include the following.
- Maintain mailroom machines and mailing supplies.
- Maintain mail to property bins.
- Maintain an organized filing system.
- File any checks, payables or other documents.
- Mail daily checks and mail to property.
- Maintain company petty cash box/ account.
- Assist with researching payables and charges for properties and corporate departments.
- Assist with printing, mailing and checking investor financials and correspondence.
- Process weekly/monthly/quarterly payables and reports.
- Maintain vendor compliance system:
- Inviting new vendors
- Review and approve vendors
- Answer questions from properties and other corporate departments regarding compliance.
- Year-end boxing of files and setting up files for the upcoming year.
- Maintain secure storage accounts and supplies.
- Assist with preparation and coordination of office functions.
- Provide backup duties to department as needed.
- Perform other duties as assigned.
Skills and Attributes
- Must possess excellent oral skills.
- Must possess enthusiastic and positive attitude.
- Work independently with minimal supervision and be accountable for actions-Self Motivated.
- Work efficiently and effectively under stressful situations.
- Organize work, set priorities and delegate with proper follow-up.
- Proficient in Microsoft Office.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing - Prioritizes and plans work; Uses time efficiently; Sets goals and objectives.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Is open to ways to improve and promote quality; Applies feedback to improve performance.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Adjust approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma and at least three years related experience and/or training; or equivalent combination of education and experience
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence; speak effectively before groups of customers or employees of organization.
Mathematical Skills
Ability to calculate figures and amounts.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Computer Skills
To perform this job successfully, an individual should have knowledge of Microsoft Word and Excel. Yardi accounting software experience is a plus.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Benefits: Competitive Benefits to include Health, Dental, Life, 401K, Employees Assistance Program, Long Term Disability, Vacation and Sick Leave.
EOE/Drug Free Workplace
Skills Required
- High school diploma or equivalent
- Minimum three years related administrative experience
- Proficient in Microsoft Office (Outlook, Word, Excel)
- Excellent grammar, editing, and written communication skills
- Strong oral communication and customer service skills
- Ability to work independently with limited supervision and handle multiple priorities
- Experience processing payables, maintaining files, and handling company mailroom functions
- Maintain petty cash and assist with vendor research and compliance
- Ability to calculate figures and amounts; basic math skills
- Yardi accounting software experience
What We Do
Headquartered in Newport News, Virginia, we employ over 1,000 team members and service our business commitments from four regional offices throughout Virginia, Maryland, North Carolina and Georgia. We are specialists in all aspects of multifamily property management, commercial brokerage and commercial asset management. Drucker + Falk is recipient of numerous national honors and awards including recently being named as among the "Top Ten Best Places to Work in Multifamily" by the Multifamily Leadership Summit. But as third party fee managers and commercial services providers who are proud of our rich history and success in this industry, our source of greatest pride is in the long tenured relationships we continue to enjoy with our clients, many of whom have been with us for more than 40 years when our professional association began with a handshake.
