Administrative Assistant - Part Time

Company: The Community Builders Inc.
Location: Boston
Posted on: October 23, 2024

Job Description:

This role is REMOTE but candidates must be based in Massachusetts. Up to 19 hours per week.
Overview:
The Community Builders, Inc. (TCB) is a nationally recognized nonprofit developer, owner, and manager of affordable and mixed-income residential and commercial properties. Founded in 1964, TCB has developed over 33,000 residential units as well as office and retail properties and owns or manages over 14,000 rental units nationally. TCB strategic plan calls for continued growth in existing markets of Massachusetts, Connecticut, Rhode Island, New York, New Jersey Pennsylvania, Maryland, Virginia, North Carolina, Illinois, Indiana, Michigan, Ohio, Kentucky and the District of Columbia and expansion of our real estate development capacity, community life engagement and resident resource building, financial strength, and property management, all guided by our mission "to build and sustain strong communities where all people can thrive".
Position Description:
The Leasing and Marketing Administrative Assistant will be in a remote position and will have the responsibility for providing direct comprehensive support to the Director of Leasing and Marketing and the Corporate Leasing and Marketing Department. S/he must be able to interact both with TCB team members and residents and communicate effectively using sound judgment and maintaining confidential information. S/he must demonstrate independence and initiative as well as an enthusiasm for the Organization's mission. S/he will support the department administratively by helping in furthering the department's Customer Service, Resident Satisfaction, Marketing, and Leasing initiatives for operational and new construction properties.
Essential Functions:

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  Administrative and organizational management of multiple due dates and reporting deadlines
  
  
  
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    Preparation and presentation of reports, presentations, statistical graphs & charts and other materials for meetings and correspondence
    
    
    
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      Manage complex scheduling and travel arrangements including team & training meeting logistics for multiple team members
      
      
      
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        Maintain Outlook calendar
        
        
        
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          Maintain internal tracking systems data with complete and timely accuracy, providing updated timelines for the marketing campaigns and implementation of software or new company wide processes
          
          
          
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            Assemble new market research including market surveys and neighborhood analysis for new business.
            
            
            
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              Assuring that all site letterhead, business cards, brochures and all other printed materials is consistent with company design standards and in place
              
              
              
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                Provide support, data, and assistance to Director of Leasing and Marketing for completion of their specific tasks/deliverables
                
                
                
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                  Execute general clerical duties, including but not limited to photocopying, faxing, scanning, mailing, and filing, maintenance of files, both hard copies and electronic filing system, distribution, and management of incoming mail
                  
                  
                  
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                    Answer resident, vendors, and employee telephone inquiries, direct and screen calls as appropriate, notify site teams of relevant concerns shared, and track all interactions as necessary
                    
                    
                    
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                      Monitor Marketing Inbox and direct correspondence to appropriate parties
                      
                      
                      
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                        Sending out waiting lists notifications and letters while maintaining correspondence notes of leasing activities in Yardi/RentCafe
                        
                        
                        
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                          Updating property websites with new rates
                          
                          
                          
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                            Creating income limits charts upon request for lease ups and operational properties with the need for updated marketing material
                            
                            
                            
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                              Track and compile Affirmative Fair Housing Marketing Plans and ensure communities are within compliance.
                              
                              
                              
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                                Updating campaign schedules regularly to track progress of projects or implementation
                                
                                
                                
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                                  Create excel waiting lists for mail merge, email merge, or submission to Housing Authorities upon request
                                  
                                  
                                  
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                                    Assist with scheduling social media postings and assigning tickets within Birdeye
                                    
                                    
                                    
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                                      Circulating Surveys results and updating shared dashboards
                                      
                                      
                                      
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                                        Assist with managing and updating department shared templates and SOPs
                                        
                                        
                                        
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                                          Ensure all advertisement and property communication are current
                                          
                                          
                                          
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                                            Create Google my Business and Facebook pages
                                            
                                            
                                            
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                                              Other duties that arise may be assigned.
                                              
                                              
                                              Knowledge, Skills, and Abilities:
                                              
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                                                Excellent computer skills (experience with MS Office Suite necessary, knowledge of Adobe Pro Suite, and solid PowerPoint skills preferred) and have the ability to operate varied office equipment
                                                
                                                
                                                
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                                                  Ability to organize meetings (contact attendees, prepare agendas, keep minutes, distribute notes, etc.
                                                  
                                                  
                                                  
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                                                    Ability to undertake, balance, and manage multiple simultaneous tasks, requests, and assignments in a poised, organized, and professional manner, with exceptional organizational skills
                                                    
                                                    
                                                    
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                                                      Outstanding customer service skills & the ability to create a customer focused culture
                                                      
                                                      
                                                      
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                                                        Excellent interpersonal skills, ability to lead people and get results through others. Must be empathetic and able to manage complaints and concerns from difficult customers, appreciative of varied personalities and good-natured humor, gains satisfaction from assisting others
                                                        
                                                        
                                                        
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                                                          Ability to independently create in Microsoft Office programs (Word, Excel, Project, PowerPoint, etc.) presentations, correspondence, and reports
                                                          
                                                          
                                                          
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                                                            Demonstrated ability to quickly learn new software programs, processes, skills, and information
                                                            
                                                            
                                                            
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                                                              Must possess the ability to communicate effectively with all levels of management, employees, TCB residents and outside contacts in person, in writing, and in presentations and must have the ability to convey issues and problems clearly both in writing and orally
                                                              
                                                              
                                                              
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                                                                Must be able to work autonomously as well as function as part of a group, and must be comfortable leading/directing small groups as may be required
                                                                
                                                                
                                                                
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                                                                  Must be trustworthy, ethical, reliable, and dependable
                                                                  
                                                                  
                                                                  
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                                                                    Must be detail oriented and ensure all material submitted are reviewed for accuracy
                                                                    
                                                                    
                                                                    Education & Experience:
                                                                    
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                                                                      Prior experience working in an administrative role that requires the use of Microsoft products
                                                                      
                                                                      
                                                                      
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                                                                        Capable of working with minimal supervision and perform effectively under tight time deadlines (move to below)
                                                                        
                                                                        
                                                                        
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                                                                          Proven customer service and communication skills or willingness to seek and pursue additional training.
                                                                          
                                                                          
                                                                          
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                                                                            Strong verbal and excellent written communication skills required.
                                                                            
                                                                            
                                                                            
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                                                                              Strong understanding of new technologies and how they can be applied to marketing to optimize the exposure of our communities.
                                                                              
                                                                              
                                                                              
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                                                                                Knowledge and experience with online advertisement and website development is a plus.
                                                                                
                                                                                
                                                                                
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                                                                                  Prior knowledge and experience in affordable housing a plus
                                                                                  
                                                                                  
                                                                                  
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                                                                                    Incredible customer service skills and the ability to create a customer focused culture.
                                                                                    
                                                                                    
                                                                                    
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                                                                                      Demonstrated skills in using the internet for marketing & product advertising, and proficiency in navigating advertising and internet communication such as email, Craigslist, Facebook, Twitter, Yelp, YouTube and other internet tools.
                                                                                      
                                                                                      
                                                                                      
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                                                                                        Strong computer skills, knowledge of Microsoft Office and industry standard programs.
                                                                                        
                                                                                        
                                                                                        The Community Builders is committed to diversity in its workplace. Applicants from diverse backgrounds are encouraged to apply.

Keywords: The Community Builders Inc., Marthas Vineyard , Administrative Assistant - Part Time, Administration, Clerical , Boston, Massachusetts