The John Stewart Company

  • Administrative Assistant

    Job Locations US-CA-San Francisco
    Job ID
    2018-1834
    Location Name
    San Francisco Corporate Office
    # of Openings
    1
    Category
    Administrative/Clerical
    Job Type
    Regular Full-Time
  • 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:

    This position provides administrative support to one Director and five Regional Managers, and other field staff including

    typing correspondence, creating and maintaining files, responding to and/or sending correspondence and making appropriate copies for chronological files, answering phone inquiries, and scheduling meetings.

    Responsibilities

    • Support Regional Managers and Regional Directors administrative capacity with work activities
    • Type/draft and mail correspondence
    • Work with sensitive/confidential information
    • Create and maintain files, both hard copy and electronic
    • Schedule meetings/conference calls
    • Update and/or create spreadsheets, flyers, reports, and other documents as requested
    • Work with various vendors in setting up accounts for various properties as needed (Ricoh, Staples, AT&T)
    • Field phone calls from residents, clients, and agencies
    • Provide information and assistance in a professional manner
    • Create and update spreadsheets, fliers, reports and other documents as requested
    • Complete data entry and projects in a timely and accurate manner
    • Field phone calls from residents, clients, and agencies
    • Provide information and assistance in a professional manner
    • Assist with making copies (in house or throughout a printed vendor) assembling enclosures, creating labels, and meeting deadlines for mailings etc.
    • Assist with posting job announcement on website and reviewing resumes
    • Track ERP binder follow-up and completeness for Regional Managers
    • Track insurance for vendors
    • Coordinate getting RM’s expense reports processed
    • Assist in maintaining insurance declaration page for all properties for assigned RM’s. Make sure JSCo is named additional insured
    • Coordinate with Regional Manager with marketing and lease-up process; mailing of applications, lottery; scheduling potential resident interviews
    • Process chargebacks
    • Cover Receptionist position, including answering telephone calls, and sorting out mail during the absence of Receptionist (breaks, meal breaks, and time off)
    • Provide back-up support to the Office Manager and Administrative Assistant as needed
    • Perform a wide variety of clerical and administrative duties, copying, faxing, filing, and word processing
    • Assist with mass mailings and distribution of documents and mail
    • Assist with special projects as requested
    • Ordering business cards

    Qualifications

    • Proficient in Microsoft Word, Excel, PowerPoint and Outlook.
    • Ability to read, write and excellent communicate skills in English.
    • A minimum of 2 years of administrative assistance experience.
    • Professional demeanor with the ability to adapt to last-minute changes.
    • Highly organized with the ability to prioritize to meet deadlines.

    Benefits-at-a-glance

    Benefits for Employees who work 30+ hours/week -

    • Medical, dental and vision care; preventative medical care paid at 100%.
    • Vacation leave of up to ten days per year in the first year.
    • Up to 72 hours of sick time per year.
    • Flexible Spending Accounts for Health Care and Dependent Care.
    • Company paid Life AD&D Long Term Disability
    • Free, confidential counseling through our Employee Assistance Program.
    • Commuter benefit program.
    • Discounts for AT&T and 24-Hour Fitness
    • Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)

     

     

    Benefits for Employees who work less than 30 hours/week - 

    • Free, confidential counseling through our Employee Assistance Program.
    • Commuter benefit program.
    • Discounts for AT&T and 24-Hour Fitness
    • Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)

    Equal Opportunity Employer

    The John Stewart Company 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.

    The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

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