Job Description:
The Facilities Management Assistant will work with the Facilities VP, Directors of Facilities Management, and Regional Property Management VPs on a nationwide real estate portfolio comprised of multifamily, commercial, and hospitality accommodations.
Key Responsibilities:
New Hire/Termination paperwork
Reconciliation credit card statements/expense reports/reimbursements
Payroll/bonus audits
PO/Invoice - prepare, review, and audit
Audit/assist in preparing weekly/monthly reports
End user security awareness tracking
Gracehill compliance tracking
Plan meetings/take notes
Write, edit, and send emails/letters
Plan/book travel
Order office supplies
Other duties as assigned
Skills include an excellent ability to address the needs of community members, prospects, and vendors. Other essential skills include, but are not limited to:
Handle high stress situations effectively
Exhibit strong leadership skills
Excellent communication skills
Superior collection skills
Administrative and organizational skills
Time management skills and ability to prioritize wisely
Customer service orientation
Ability to work remotely in an efficient and effective manner
Qualifications:
Professional Experience:
Minimum of one year as an Administrative Assistant required
One-year experience in multifamily industry or a related field preferred
One-year experience assisting a maintenance, facilities, or construction executive preferred
Education:
High school education or equivalent is required
Accurately perform intermediate mathematical functions and use all on-site resident management software functions
Computer Skills:
Intermediate computer and Internet knowledge
Intermediate knowledge of MS Word, Excel, and Outlook
Prefer knowledge of the following software programs: Yardi, Entrata, Grace Hill
Physical Demands:
The employee will be regularly required to sit, stand, walk, talk, hear, and reach using feet, legs, back, arms and hands. The employee may occasionally be required to climb. The employee will be required to work at a personal computer and talk on the phone for extended periods of time. Must possess the ability to detect auditory and/or visual alarms and be available to work extended/flexible hours and weekends, as needed.
Special Requirements:
Learning and Development:
Maintain a commitment to ongoing professional development and career growth through our company’s continuing education programs.
Attendance/Travel:
This position is a full-time position that requires 10% car and/or plane travel.
The position may require the availability to work some nights, weekends, and occasional holidays. Regular attendance and active participation/planning at company functions and events is also required.
We’ve Got You Covered!
Medical, Vision, & 125 Plan
We cover 100% of the monthly premium costs for medical and vision and offer a 125 plan option for dental and dependent medical premiums.
Retirement Plans
Prepare for retirement and ramp up your 401(k) savings with a 2% employer match.
Group Life, Long-Term, and Short-Term Disability Insurance
We provide up to $25,000 of coverage if the unimaginable occurs.
Paid Holidays & Vacation
Enjoy 11 paid holidays and accrue anywhere from 2 – 4 weeks of paid vacation as you accumulate years of service. (available after 90 days of employment, full-time employees)
Sick Time & Bereavement Pay
Not feeling well or dealing with a family emergency? We provide you with 48 hours of sick pay per year plus bereavement for peace of mind while you focus on your health.
Referral Bonuses
Great Talent Knows Great Talent - Bonuses provided for hires made through employee referrals
Volunteer Time-Off
If you need a day off to volunteer in your community, we’ll provide you with the support you need.
Discounts & Scholarships
Save with group purchasing discounts on computers and appliances, housing discounts, and exclusive scholarship opportunities!
Additional Perks Include…..
Employee Assistant Program (EAP)
Health Advocate and Travel Assistance Program
Generous Emergency On-Call Policy for Facilities Team Members
Competitive Bonus & Commission Structures
Extensive Professional Development Training and Reimbursement Program
Opportunities for Advancement