OPERATIONS ASSISTANT FT

The Operations Assistant provides customer service to clients, applicants, residents, vendors, and guests. The Operations Assistant provides support to the functions of Property Management, Occupancy & Compliance, Accounting, and Operations Departments and reports directly to the Office Manager.

Duties:

After 6-month of training, new hire should be able to perform:

DAILY:

• Check office and parking area for cleanliness and general safety and that only authorized cars are parked in designated spaces.

• Report burned-out light bulbs and maintenance needed to the Facilities Supervisor.

• Maintain daily attendance log.

• Check and restock all needed office forms.

• Check and restock all office supplies.

• Check and restock kitchen and bathroom supplies.

• Check safe and forward checks to applicable staff.

• Assist to maintain copy machine, fax machine, postage meter, and typewriters. Check all equipment. Refill toner when needed.

• Maintain toners for computers.

• Restock job announcements and housing information in the reception area.

• Check postage meter. Make sure that we have sufficient postage and stamps.

• Process incoming and outgoing mail.

• Process fax distribution.

• Process internal routing of mail.

• Answer incoming phone calls.

• Greet and assist visitors (communicate in a courteous and professional manner to all).

WEEKLY:

• Do office supply inventory.

• Arrange for cleanout of the refrigerator.

• Check and maintain community/personnel boards.

• Monitor and maintain the FIRST AID kit.

• Monitor alarm system and fire extinguishers.

MONTHLY:

• Order office supplies.

• Circulate CMC's phone bills.

• Closeout and bill copy and postage usage.

• Maintain message schedule and check requests.

ONGOING:

• Monitor and maintain CMC's Vehicle Log.

• Arrange for messenger service.

• Assist the occupancy department with occupancy-related matters as assigned.

• Post rents, and prepare receipts and deposits for scattered site portfolios as assigned.

• Perform other administration and operations tasks as assigned by the Office Manager.

Minimum Qualifications:

• 2 years or more of experience as an administrative assistant.

• Minimum of 1 year of customer service experience.

• Oral and Written Comprehension and expression – Ability to listen to, understand, and speak so others can understand ideas and information presented verbally. Must be able to distinguish the sounds made by emergency equipment from other environmental sounds. Ability to read and understand communicate information ideas in writing so others will understand.

• Problem sensitivity/Deductive Reasoning- Ability to tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense. Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems and consider the relative costs and benefits of potential actions to choose the most appropriate one.

• Mathematical Skills- Ability to add, subtract, multiply, and divide, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent.

• Ability to generate written correspondence, reports, and documentation.

• Proficiency in Microsoft Offices Suite (Outlook, Word, Excel, PowerPoint).

PHYSICAL REQUIREMENTS:

• Must be able to concentrate despite constant interruption and able to attend to tasks for more than 60 minutes at a time.

• Occasionally may lift items 10 pounds, push items 20 pounds.

• Ability to operate light office equipment and computer workstation.

• Requires ability to perform repetitive movement of hands, wrists, and fingers for use of keyboard and the opening/closing of drawers.

• May involve the ability to be seated for extended lengths of time, including lengthy exposure to computer screens.

• May require the ability to travel to other CMC locations.

Benefits:  401K, Health, Life, Dental, Vision, vacation, sick time, EAP

Schedule : Monday to Friday; 8am-5pm

RM BAR UNIT: JL