Administrative Assistant

GENERAL SUMMARY:

Under general supervision plan, organize and perform a variety of routine clerical duties in support of Reliant Asset Management Solutions maintenance and staff operations. Provide responsive and efficient customer service internally and externally.

ESSENTIAL FUNCTIONS:

1. Provides support by typing and proofreading a variety of documents including general correspondence, purchase orders, resident notifications, reports and other forms.
2. Provides support by monitoring open Purchase Orders for full approval and submitting orders or vendor work requests.
3. Supports maintenance staff ensuring adequate inventory of supplies and upon approval, procures needed supplies. Ensures supplies are within allowed budget and updates supervisor on status or discrepancies. Receive and tag all incoming inventory.
4. Sorts and distributes incoming and outgoing correspondence.
5. Enters, updates and closes work orders creates work orders for all vendor work. and maintenance requests in computer system.
6. Reviews invoices and work orders for items considered damage. Forwards information to appropriate Manager for processing of charges to resident ledger and charge notification notices for tenant charges.
7. Arrange services with vendors, maintain recurring schedule, and request and track bids.
8. Reviews maintenance staff mileage, maintain calendar, and process gas reconciliation reports.
9. Supports department by monitoring vendor compliance, keeping accurate logs and records, filing closed paperwork, and tracking available of funds and alerting maintenance supervisor when low.
10. Prepares regular daily, weekly and monthly reports and requisitions for approvals and processes as necessary.
11. Provides courteous respectful, honest, timely and professional information to all Reliant staff, program participants and visitors for all activities and services in accordance with Reliant Customer Service and Fair Housing policies.
12. Performs other related duties as assigned. (Including administrative support for managers and other staff).

KNOWLEDGE, SKILLS AND ABILITIES:

• Must be able to perform each essential duty satisfactorily.
• Possesses excellent customer service skills.
• Knowledge of general office practices (record keeping).
• Proficient in typing, filing, math and computer software programs (Word, Excel, and Power Point).
• Ability to communicate with co-workers, and business contacts in a courteous and professional manner.
• Ability to pay close attention to detail and handle multi-task assignments.
• Ability to prepare clear and concise reports and accurate records.
• Ability to understand and apply fair housing and other applicable laws.
• Good written and oral communication skills.
• Able to write and format routine business correspondence, reports, documents, manuals, and presentations.
• Ability to maintain confidentiality.
• Ability to communicate in both English/Spanish preferred.

EDUCATION AND EXPERIENCE:

High School diploma or equivalent with training in typing, computer software programs, filing and office practices. Equivalent of 1+ year of general clerical experience with direct public contact preferred.