Job Posting CLOSED

Office Manager

Provide administrative and clerical support to Executive Director, Chief Operating Officer, Finance Director (“Executive Staff”) and Board of Directors; act as primary administrative point person for main office.

SPECIFIC DUTIES

Administration: 

1.      Assure confidentiality of all agency, client, and employee information.

2.      Assemble and distribute Board information and materials, including agendas, minutes and mailing of meeting packets.

3.      Assemble and distribute the All Board Meetings for the Properties, including date of meetings, agendas, minutes and emailing the meeting packets. Taking minutes at each of the meetings.

4.      Ensure professional day-to-day operations of Providence Housing’s administrative office

5.      Work with Human Resource Department to compile and maintain individual employee personnel files. Also, review and approve (if needed) timesheets for PHDC Staff.

6.      Prepare and distribute PHDC’s New Hire Paperwork to new employees.  Working off the New Employee Checklist with items that must be completed for the new employee.

7.      Ordering and keeping a record of Company Cell Phones and Credit Cards for employees.   

8.      Work with IT Department with IT issues, daily request from staff concerning IT problems. ordering new computers, setting up and terminating employee’s computer accounts.   Keeping a record of all the computers.

9.      Monitor and order office equipment and furniture, i.e.  copier, printers, desks, file cabinets, etc.

10.  Monitor and ordering office supplies for Providence Housing main office.

11.  Process all Providence Housing invoices and requests for payment.

12.  Assure that daily incoming mail is distributed, and all outgoing mail is processed.

13.  Update the PHDC Employee Staff List and PHDC Main Office Staff list. 

14.  Working with the Executive Director filling out and filing Tax Exempt Applications for the properties.

15.  Working with the Executive Director with different daily duties. 

Finance:

1.      Completes biannual filings for Corporate Entities.

2.      Working with the CFO with the signing and saving of the documents for the Annual Audits and Tax Returns for the Properties and PHDC.

3.      Work with the CFO with different daily duties.

Property Management: 

1.      Working with the Regional Property Manager scheduling the On-Call Schedule and submitting On Call documents each week to the On-Call Company. 

2.      Download and email weekly reports to the Property Management staff, PHDC CFO, Finance. Manager, Marketing Personnel and Executive Director.

3.      Maintain the Property Management Files.

4.      Works with Insurance Company to maintain insurance certificates and complete annual renewal applications.

5.      NYS electronic tenant certification reporting annually.

6.      Completes monitoring fee processing and GP certifications annually.

7.      Maintains insurance certificates to appropriate property folders.

8.      Fields calls for apartment inquiries, sends out applications and brochures.

9.      Property manager duties for Canalside and RUSH Corporation.

10.  Work with VP of PM with different daily duties.

QUALIFICATIONS

Bachelor’s degree and a minimum of three years experience as office manager/administrative assistant or associates degree in business administration (or related field) and a minimum of five years experience.

Exceptional customer service skills.

Previous experience within real estate industry highly desirable.

Previous accounting/bookeeping experience desirable.

Notary Public certification or willingness to obtain certification.