Position Summary

Looking to work in a fast-paced industry with an experienced and healthy growing company? Hales Property Management (www.halesinc.com) is searching for a talented individual to serve as an Administrative Support Assistant. The Administrative Support Assistant is responsible for completing a wide variety of customer service, administrative, accounting, marketing and other project and support related tasks and will report directly to the Office Manager at Hales Property
Management.

Position Responsibilities

Customer Service

  • Collects, answers and distributes emails, phone calls, mail, correspondence memos, faxes,
    forms and inquiries from staff, clients and vendors.
  • Supports administrative and operational managers with general customer service issues as
    needed and provides general support to visitors.
  • Organizes and schedules appointments, plans meetings and takes detailed minutes, acts as a point of contact for internal and external staff, clients and vendors.

Administration

  • Prepares new employee paperwork, assists with new/outgoing property transitions and general office requests as necessary.
  • Organizes office filing system set up and changes and maintains contact lists and departmental database records.
  • Creates Word documents and Excel spreadsheets and utilizes other various Microsoft Office tools for various purposes.

Accounting

  • Supports Office Manager and accounting and operational teams with overseeing company/property bank accounts, reconciliations and audits for accuracy and completeness.
  • Assists with processing of employee reimbursements, invoices, accounts receivable, fees, internal/external bank account transfers, sales, property refund checks, etc.
  • Supports annual property tax return project, annual report filings and W-9 property preparations, as well as various tasks/projects assigned to administrative staff.

Marketing

  • Supports sales and marketing team with various tasks.
  • Assists with expos and networking events, creates and/or updates presentations and content for the company’s social media channels and marketing initiatives.
  • Assists with coordinating the submission of proposals and planning meetings.

Skills & Abilities

  • Excellent customer service, interpersonal, organizational, writing, communication and people management skills, ability to work independently and as a member of a team.
  • Resourceful, creative, decisive, action and results-oriented, able to meet stringent deadlines and multitask.
  • Ability to work with sensitive information and maintain confidentiality.

Knowledge

  • Computer proficiency should include Microsoft Office Applications (Outlook, Word, Excel), email
    scanners and use of QuickBooks Online.

Experience/Education/Training

  • Office experience in a professional setting required.
  • Bachelor’s degree (B.A./B.S.) in Business or related field, or equivalent combination of education and experience preferred.
  • Previous customer service and administrative experience (within the property management industry preferred but not required).

Special Requirements

  • This position requires timely arrival to the work place each day, as well as a reliable presence at the office throughout the day unless during the lunch hour or work breaks as approved by management.
  • Potential physical demands may include the ability to lift up to 35lbs; standing, sitting, walking and occasionally climbing.
  • The Administrative Support Assistant will be required to work at a personal computer and talk on the phone for extended periods of time.
  • Ability to work extended/flexible hours on occasion to meet deadlines.

Disclaimer: This is not an all-inclusive job description; therefore, management has the right to
assign or reassign schedules, duties and responsibilities to this job at any time.

Benefits

  • Retirement savings program
  • Health insurance benefits
  • Salary based on experience

Apply today by sending your resume to jobs@halesinc.com.

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