Job Posting OPEN
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
confidentiality of all agency, client, and employee information.
and distribute Board information and materials, including agendas, minutes and
mailing of meeting packets.
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.
professional day-to-day operations of Providence Housing’s administrative
with Human Resource Department to compile and maintain individual employee
personnel files. Also, review and approve (if needed) timesheets for PHDC
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.
and keeping a record of Company Cell Phones and Credit Cards for
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
and order office equipment and furniture, i.e.
copier, printers, desks, file cabinets, etc.
and ordering office supplies for Providence Housing main office.
all Providence Housing invoices and requests for payment.
that daily incoming mail is distributed, and all outgoing mail is processed.
the PHDC Employee Staff List and PHDC Main Office Staff list.
with the Executive Director filling out and filing Tax Exempt Applications for
with the Executive Director with different daily duties.
biannual filings for Corporate Entities.
with the CFO with the signing and saving of the documents for the Annual Audits
and Tax Returns for the Properties and PHDC.
with the CFO with different daily duties.
with the Regional Property Manager scheduling the On-Call Schedule and
submitting On Call documents each week to the On-Call Company.
and email weekly reports to the Property Management staff, PHDC CFO, Finance.
Manager, Marketing Personnel and Executive Director.
the Property Management Files.
Works with Insurance Company to
maintain insurance certificates and complete annual renewal applications.
NYS electronic tenant certification
Completes monitoring fee processing
and GP certifications annually.
Maintains insurance certificates to
appropriate property folders.
Fields calls for apartment
inquiries, sends out applications and brochures.
Property manager duties for
Canalside and RUSH Corporation.
Work with VP of PM with different
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.
customer service skills.
experience within real estate industry highly desirable.
accounting/bookeeping experience desirable.
Public certification or willingness to obtain certification.