Administrative Assistant

JOB SUMMARY :

This position will provide administrative support to the Capital Region Relocation department.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Responding to emails and other digital queries, and drafting and editing documents (Notices & Forms)
• Handle all Contract information inputting and drafting and secure signatures from respective parties.
• Managing Calendar & Scheduling of various items.
• Maintains physical and digital filing systems (Data Entry, Scanning & Logging of files)
• Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists tenants
• Filtering group emails & assisting field staff with administrative duties (Responding to emails and other digital queries, and drafting and editing documents)
• Coordinating, Ordering & overseeing deliveries
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Manage temporary relocation agreement drafting, printing the document, having the field team secure the signatures, and then the field team gives the physical copy back for the Admin to scan in and save into the G-Drive.
• Once the moves are scheduled, the ADMIN would put info into the calendar for the team as a reminder.
• Field Team would give the specific Household Move info (existing unit moving to temp unit and br size) and from there the Admin would input the info into the Move Contract Template to then secure signatures from the moving company and then MDG Development SR. PM.
• Field Team would send notice details to Admin, and then the Admin would draft and print the tenant notice for the field team to then post throughout the site.
• Admin would have stacks of the various forms and such printed. Field Team would get whatever forms signed and then give the physical copy to the Admin, for the Admin to then scan / save into the G : drive in the respective Household’s folder for backup purposes.
• Admin would be added to the MDGRCA group email and filter through inbox to either respond back to households with CC’g the MDGRCA email, or forward the respective email to the specific Field Team member to then address.
• Once a relocation unit is vacated, the Field Team would ask ADMIN to schedule cleaners etc. to turn a unit.

KNOWLEDGE / SKILLS :

• Digital literacy and research skills, including the ability to analyze the reliability of information
• Experience with standard office platforms, such as Microsoft Office and Adobe
• Data management and entry skills, including the ability to maintain and improve filing systems
• Accurate record keeping
• Written communication skills
• Time management, multitasking, and flexibility
• Organizational skills
• Accuracy and attention to detail
• Supply management and inventory control
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations
• Ability to work well under pressure and navigate multiple deadlines
• Proactive approach to problem-solving and process improvement
• Ability to work well independently and in collaboration with others
• Event planning and coordination
• Proficient in MS Office; Word, Excel and Outlook-Calendar
• Must have excellent verbal and written communication and outstanding customer service skills,
• Detail-oriented, highly organized, self-Motivated and ability to prioritize tasks and projects with limited direction and time constraints.
• Ability to be resourceful and proactive in dealing with issues that may arise
• Must be a good culture fit : Professional presence, open-minded, positive attitude and team player
• Interact professionally with all office visitors and incoming callers.
• Experience handling sensitive and confidential information and material

EDUCATION / EXPERIENCE REQUIREMENTS :

• Minimum high school graduate / Bachelor Degree or relevant experience
• 3-5 years of relevant experience

WORK ENVIRONMENT :

Construction Project Site Office / Trailer - Open space