Administrative Assistant

Location
College Park, Maryland
Posted
Mar 06, 2017
Closes
Apr 10, 2017
Career Level
Entry Level
Hours
Full Time

Summary

The Administrative Assistant is responsible for providing administrative support for a student apartment community. Duties include but are not limited to general clerical, reception and project based work. Projecting a customer focused and professional image through in-person and telephone interaction with all internal and external customers is essential.

Essential Duties and Responsibilities

  • Opens and closes the Management Office and kitchen facility daily.
  • Receives payments and issues receipts.
  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. 
  • Helps maintain a professional, orderly appearance in the Management Office.
  • Answers questions about organization and provides callers with address, directions, and other information.
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
  • Receives, sorts, and routes mail; coordinates employee mailboxes.
  • Processes outgoing mail, including weekly FedEx for two communities.
  • Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
  • Operates computer terminal to input and retrieve data.
  • Maintains office machines such as copier, fax and postage machines.
  • Orders, receives, and maintains office supplies.
  • Creates and prints fax cover sheets, memos, and other documents when necessary.
  • Performs other administrative duties as needed, such as filing, photocopying, and collating.
  • Assists Regional Director with maintaining time-off forms, setting up meetings, registering staff for conferences, and other administrative tasks.
  • Places catering orders for events.
  • Maintains staff bulletin board and status board.
  • Controls Outlook calendar for Management Staff.
  • Maintains calendar for Student/Manager/Maintenance on Duty staff.
  • Maintains phone list, staff list, and organizational chart.
  • Submits room reservation requests made by both sites to the Resident Life’s Office.
  • Maintains the kitchen with a weekly dishwasher cleaning and a bi-weekly refrigerator cleaning.
  • Organizes and inventories storage closets.
  • Other duties as assigned.