Job Description

POSITION TITLE: Administrative Assistant 

SUPERVISOR:  Director of Administration 

EMPLOYMENT STATUS: Part-Time Position 

WORK SCHEDULE: Monday through Thursday, 10:00am to 4:30pm. 30 minutes for lunch.  

SALARY: $15 to $18 per hour, depending on experience. 

POSITION SUMMARY: Seeking a administrative assistant for our property management office in Ardsley, NY.  Duties and responsibilities include providing administrative support to ensure efficient operation of the office.  Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material.  May be required to sign a non-disclosure agreement. Ability to effectively ensure that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner; able to rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

COMPANY DESCRIPTION: HMH MANAGEMENT COMPANY, LLC. (“HMH”) is a third-generation, family-owned property and asset management company located in southern Westchester County New York.  HMH manages and operates 9 commercial and multi-family residential properties located in the New York metropolitan region.  

JOB DESCRIPTION: 

 ADMINISTRATIVE ASSISTANT: 

• Retrieves mail from and/or delivers items for mailing to designated post office; distributes any mail or packages whenever received. 

• Retrieves orders/deliveries from stores upon request, (i.e., picking up office supplies from Staples, etc.). 

• Deposits checks and other forms of payment at designated banks. 

• Manages telephone calls by receiving and recording each call the designated phone log; directs/distributes all messages to intended parties; collects and distributes messages from voice mail inbox. 

• Manages and coordinates schedule for HMH senior management and staff. 

• Maintains and updates company employee policy manuals and HMH vendor and tenant contact lists. 

• Maintains and manages office supplies inventory list, coordinates any office supply related purchases with HMH Director of Administration. 

• Assists with the planning of HMH events, meetings, or special projects, when requested. 

• Maintains filing systems, including company related SharePoint pages. 

• Provides general support and instruction to visitors, directing them to conference rooms, restrooms, or offering them water. 

• Carries out administrative duties such as drafting and maintaining correspondence, filing, typing, (photo)copying, binding leases and other documents, scanning etc. 

• Handles sensitive information in a confidential manner and agrees to sign a non-disclosure agreement agreeing to the same. 

• Works collaboratively with HMH team members and performs any other administrative tasks per request that may not be listed in the above. 

• Assists in reviewing lease information and, review tenant reconciliations with respect to all new leases and lease renewal questions. 

• Tracks all tenant lease deliverables, including, but not limited to, rent adjustments, real estate tax payments, tenant utility payments, common area maintenance payments, and lease renewals. 

• Assists and supports operations team in maintaining tenants’ communications with team, (i.e., ensuring a request for repair is documented and distributed, tracking invoices to tenants for payment, etc.). 

• Interfaces with tenants and third-party vendors regarding lease and property matters, (i.e., coordinating with a third-party vendor to make a repair in a tenant’s unit, etc.) 

• Works collaboratively with HMH team members and performs any other lease administrative tasks per request that may not be listed in the above.

REQUIRED EDUCATION & EXPERIENCE: 

• Associates Degree. 

• 1 ot 2 years of experience.  Training is offered on-site.

REQUIRED SKILLS: 

• Strong written, verbal and presentation skills. 

• Proficiency in Microsoft Office Applications, including, but not limited to, Microsoft Word, Excel, and PowerPoint. 

• Valid driver’s license and safe driving record preferred.

SALARY:  

• $15 to $18 per hour. 

• Position is eligible for discretionary annual bonuses issued at management's discretion based upon job performance.

Company Description

HMH MANAGEMENT COMPANY, LLC. (“HMH”) is a third-generation, family-owned real estate and asset management company located in southern Westchester County New York. HMH manages and operates multiple commercial and multi-family residential properties located in the New York metropolitan region.