Overview
Administrative and Accounting Assistant Jobs in New York, NY at Devine Management Consulting, LLC
JOB SUMMARY
Reporting to the Executive Director, the Administrative Services Coordinator is responsible for providing administrative support for daily operations. The Administrative Services Coordinator is a detail-oriented individual who can effectively manage a variety of administrative tasks, provide exceptional customer service, and contribute to the overall efficiency of the community. The Administrative Services Coordinator respectfully interacts with all residents, family members, visitors, colleagues and staff. This is a safety sensitive position.
ESSENTIAL FUNCTIONS
It is understood that every incidental duty connected with operations listed in the job description is not always specifically described, and that employees, at the discretion of management, may be required to perform duties not within their job descriptions. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
Provide administrative support for the Executive Director and department directors.
Demonstrate confidentiality and discretion in all matters
Answers or refers inquiries from residents, families, staff or the public, schedules meetings with the Executive Director
Practices discretion in handling confidential and/or sensitive information
Assist the Sales & Marketing team with event planning and execution, including coordinating logistics, preparing materials, and providing on-site support
Support sales efforts by managing prospect databases, and assisting with follow-up communications
Assist with tours and sales calls
Receive, review and finalize all move in paperwork
Conduct collection calls on past-due resident monthly payments
Assist Business Office Manager with monthly billing, submitting charges, accepting resident payments and depositing payments in company online banking system
Assist residents and/or families with billing questions
Manage usage of company credit card, ensuring correct billing/ reconciliation
Purchases and handles inventory control of office supplies
Manages leases and contracts for office equipment
Provides a variety of services to residents and staff including, but not limited to, Notary Public, assistance with mail and packages
Coordinates executive communications, including taking calls, responding to mail and emails and interacting warmly and personally with residents and staff
Records the minutes of various meetings
Maintain accurate and organized filing systems
Oversee the concierge staff, including scheduling, training, and performance management
Ensure customer service standards are being met and provided to residents and visitors at the concierge desk
Address resident concerns and resolve issues promptly and professionally
Regular and reliable attendance is an essential function of this job
ESSENTIAL MENTAL AND PHYSICAL FUNCTIONS
The essential mental and physical functions listed below are required in order for an employee to be able to perform the essential functions of this position.
Ability to read and write, follow written and verbal instructions, and communicate effectively in English.
Thinking critically; defined as reading, understanding, and taking appropriate action on detailed and complex information
Walking moderate distances regularly
Sitting for long periods of time
Repetitive actions/motion of one or both hands
Hearing ordinary conversation and office sounds
Verbal communication in person and on the phone
Written communication by hand and on PC
MINIMUM QUALIFICATIONS
High school diploma or GED
Three or more years related experience providing support at the executive level
Knowledge of standard office administrative practices and procedures
Ability to prioritize tasks and handle numerous assignments simultaneously
Excellent organizational skills and work ethic
Strong personal integrity with high ethical standards and ability to maintain confidentiality
Must be, or be able to become, a Notary Public
Computer literacy which includes, but is not limited to, Microsoft Office suite
Outstanding communication and interpersonal skills
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Title: Administrative and Accounting Assistant
Company: Devine Management Consulting, LLC
Location: New York, NY
