The John Stewart Company

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Administrative Assistant

Administrative Assistant

Job ID 
2017-1298
Location Name 
Civic Center Hotel
# of Openings 
1
Additional Location  
..
Job Locations 
US-CA-San Francisco
Additional Location  
..
Category 
Administrative/Clerical
Type 
Regular Full-Time
Minimum Salary 
Maximum Salary 

More information about this job

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to  enrich the lives of our residents and employees, while delivering our services costeffectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

 

 

SUMMARY OF THE POSITION:

Under the direction of the Property Manager, the Administrative Assistant is responsible for assisting with the overall operation of the facility. They must relate well to people, have demonstrated sensitivity to and interest in the targeted clientele and exercise good judgment when interacting with residents, clients and staff.

Responsibilities

  • Basic administrative duties such as filing, copying, faxing, scanning, mailings and answering the phone.
  • Conduct interviews for annual re-certification, complete re-certification related documents and maintain tracking log for tenants.
  • Receive and prepare work orders and work order history files.
  • Operate the computer with Boston Post, property management software or relevant waiting list programs.
  • Create and update spreadsheets, fliers, reports and other documents as requested.
  • Manage schedules such as set up appointments and reminders.
  • Complete data entry and projects in a timely and accurate manner.
  • DUTIES & RESPONSIBILITIES:
  • Must be proficient in Microsoft Word and Excel - The new team member should be able create relational databases for diverse property operations, build tables, entering data, create powerful professional queries, forms, and reports, and much more! The goal is to produce reports/databases with actionable intelligence.

     

    Written Communications Skills - every day you will use writing as a form of communication with excellent customer service tone when you write emails, formal letters, and even reports. You will need to understand grammar and be familiar with business correspondence. 

     

    Typing Skills - have a minimum of 50WPM per minute but ideally 60+ WPM or more

     

    • Ability to cope with pressure and deliver on deadlines; strong work ethic & team player
    • Excellent time management skills; Organized and Detail Oriented
    • Complete data entry and projects in a timely and accurate manner; professional demeanor & appearance
    • Highly proficient in all aspects of Microsoft Office:  Word, Excel, and PowerPoint
    • Must possess superior interpersonal and communication skills and the highest personal integrity.

    Correspondence – Type drafts for approval by manager, make copies for filing, label, and mail correspondence. Use proper business letter style, correct mistakes, and prepare final documents in a timely manner.

    Files – Create and maintain files, both hard copy and electronic as requested by property manager and in accordance with JSCo practices. Keep files organized and labeled for easy retrieval by administrative staff and managers.

    Document Creation – Update and/or create spreadsheets, flyers, reports, and other documents as requested. Save documentation in the appropriate location online, and hard copies as necessary. Label all documents in accordance with JSCo practices. Assist with making copies (in house or through a copy shop) assembling enclosures, creating labels, and meeting deadlines for mailings.

     

     

    Scheduling – Manage schedules as requested for the property manager, set up appointments and reminders as necessary or requested.

    Customer Service – Place and receive calls to/from vendors, utilities. Field phone calls. Take detailed messages. Provide information and assistance in a professional manner.

    SKILL

    Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.      

    Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally.

    Time Management/Organization – Ability to multi task and manage multiple projects while staying organized

     

    EXPERIENCE

    • A minimum of two years of administrative assistance experience. Previous experience in document creation, filing systems, customer service, and completing projects with minimum guidance.
    • Demonstrated knowledge on Microsoft Office programs such as Word, Excel, and Outlook.

     

    EDUCATION – High School Diploma or equivalent required; Associates Degree or equivalent is desired

 

Qualifications

MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each primary job function 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.

  • Excellent interpersonal, organizational and listening skills.
  • Fluency in English required with an ability to read and understand instructions
  • Flexibility to work on and prioritize a variety of tasks

Equal Opportunity Employer

The John Stewart Company (“JSCo”) provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws.
San Francisco ONLY: JSCo will consider qualified applicants with a criminal history pursuant to San Francisco’s Fair Chance Ordinance. Oakland ONLY: Section 3 candidates will be given priority at Section 3 properties. Los Angeles City ONLY: JSCo will consider applicants with a criminal history in compliance with the Los Angeles City Fair Chance Ordinance.