Location: Bronx,NY, USA
JOB PURPOSE:
The Property Management - Administrative Assistant is responsible for supporting all executives in Real Estate Management. The administrative Assistant will be providing services to all Organizations properties (PACE Sites, Housing, and any other property), traveling, and auditing monthly to ensure compliance.
JOB RESPONSIBILITIES:
+ Perform on-site monthly quality audit to the Facilities Management Book and scan to SharePoint.
+ Conduct a semi-annual update of the Housekeeping Manual as per DOH.
+ Process all work requests for repairs at all sites.
+ Contact appropriate vendors for service calls.
+ Supply monthly checks.
+ Place supply orders via Workday to ensure timely delivery.
+ Enter all bills through Workday for processing.
+ Manage confidential information related to executives schedules, calls, mail, etc.
+ Maintain files and security of confidential information. Maintain and update records, reports, and files.
+ Manage uniform exchange for both PACE and Housing.
+ Responsible for ensuring all online monthly receipts are sent to the sites for the Facilities Management Book.
+ Manage PPE distribution for all sites.
+ Oversee medication distribution for all sites.
+ Conduct SDS semi-annual inspection.
+ Track Z-95 Certificate of Fitness.
+ Track all certifications from outside vendors (Fire Safety, fire alarm, Hydraulic testing, and annual equipment use permits).
+ Obtain annual electrical letters for all sites.
+ Plan special events for both PACE and Housing.
+ File semi-annual DOB permits for elevators and Public Assembly permits.
+ Perform end-of-year closeout for the Facilities Management Book.
+ Schedule semiannual sump pump cleaning.
+ All other duties as assigned.
Weekly Hours: 40 hours
Schedule: Monday to Friday 8:30 AM to 5:30 PM
QUALIFICATIONS:
Education: Associate or Bachelors degree
Experience:
+ Proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams, SharePoint) and comfortable learning Care Compass.
+ Demonstrate proficient typewriting skills. Typewriting test must be taken with a minimum of 40 45 words per minute preferably, and over 90% of accuracy.
+ Strong written and verbal communication skills.
+ Excellent organizational and time management skills.
+ Excellent interpersonal skills, along with demonstrated ability to handle situations requiring immediate and urgent attention, while addressing routine and long-term objectives.
+ Highly organized, mindful of deadlines, able to multi-task and work under limited supervision.
+ Proficiency with statistical analysis and reporting. Strong analytical and problem-solving skills.
Physical Requirements
Individuals must be able to sustain certain physical requirements essential to the job. This includes, but is not limited to:
+ Standing Duration of up to 6 hours a day.
+ Sitting/Stationary Positions Sedentary position in duration of up to 6-8 hours a day for consecutive hours/periods.
+ Lifting/Push/Pull Up to 50 pounds of equipment, baggage, supplies, and other items used in the scope of the job using OSHA guidelines, etc.
+ Bending/Squatting Have to be able to safely bend or squat to perform the essential functions under the scope of the job.
+ Stairs/Steps/Walking/Climbing Must be able to safely maneuver stairs, climb up/down, and walk to access work areas.
+ Agility/Fine Motor Skills - Must demonstrate agility and fine motor skills to operate and activate equipment, devices, instruments, and tools to complete essential job functions (ie. typing, use of supplies, equipment, etc.)
+ Sight/Visual Requirements Must be able to visually read documentation, papers, orders, signs, etc., and type/write documentation, etc. with accuracy.
+ Audio Hearing and Motor Skills (Language) Requirements Must be able to listen attentively and document information from patients, community members, co-workers, clients, providers, etc., and intake information through audio processing with accuracy. In addition, they must be able to speak comfortably and clearly with language motor skills for customers to understand the individual.
+ Cognitive Ability Must be able to demonstrate good decision-making, reasonableness, cognitive ability, rational processing, and analysis to satisfy essential functions of the job.
Disclaimer: Responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of the company.
We are an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, height, weight, or genetic information. We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.
Salary Range (Min-Max):$45,000.00 - $50,000.00