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Property Administrative Assistant
Summary
Title:Property Administrative Assistant
ID:2418
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Staffing
Description
The Opportunity
The Property Administrative Assistant will provide hands-on proactive support, coordination, and facilitation of a variety of administrative activities for the Properties Manager and other members of the Property Maintenance team in a private household. As an integral part of this dedicated team, the Property Administrative Assistant will work collaboratively to provide first class service with the highest level of care while assisting in maintaining the residence in impeccable condition.

Hours/Schedule
Full-time position with typical hours consisting of Monday thru Thursday 8:00am - 4:30pm, and Fridays as needed.

Culture of Care
RDV Staffing provides domestic, household and property related positions predominately in West Michigan. We recruit only the most skilled and dedicated people who are service-oriented, collaborative, adaptable, and who possess the highest level of integrity. Our employees experience a meaningful workplace where they can make a valuable and appreciated impact in the household(s) that they serve. Full-time employees of RDV Staffing are eligible for a robust healthcare program, 401(k) plan with a generous 7.5% match, time off, and other meaningful benefits.

Duties and Responsibilities

Administrative Property Support

  • Schedule meetings and proactively manage the Property Maintenance team calendars, including coordination of property maintenance services provided by outside vendors. 
  • Manage incoming department phone calls and emails and respond as appropriate.
  • Receive, distribute and/or take appropriate action with Property Maintenance team mail and deliveries.
  • Assist with greeting guests, contractors, and vendors in a friendly and hospitable manner upon arrival, while directing them to the appropriate staff members as needed.
  • Assist in maintaining property schedules and work with the Properties Manager as requested to ensure properties are appropriately staffed, stocked, and represented for meetings and events.
  • Attend household meetings with and on behalf of the Properties Manager. Serve as a representative for the Property Maintenance team.  
  • Update residence maintenance files to ensure adequate records are kept on hand (i.e., contractual agreements, warranty information, maintenance records, etc.).
  • Assist the Property Maintenance team by reviewing and approving property maintenance invoices, time documentation and billing requests, as well as submitting expense reports. Work with RDV Corporation Accounting for processing, including answering clarifying questions and/or follow up.
  • Work closely and effectively with Properties Manager to keep appropriately informed about upcoming special events and meetings, providing follow-up as appropriate.
  • Provide “hands-on” support prior to, during, and after special events that take place within the residence.
  • Manage supply ordering and inventory for property maintenance team. Research supply pricing to ensure best possible price for expected quality and make recommended changes to the Properties Manager.
  • Proactively stock and monitor supplies in assigned common spaces throughout the residence.
  • Provide “hands-on” cleaning and property maintenance back up support when needed.
  • Work with the Properties Manager to develop, coordinate and maintain Emergency Medical Response processes and ensure equipment, supplies and best practices are up to date.
  • Manage and track vehicle and equipment needs.
  • Handle multiple priorities and deadlines with exemplary attention to detail and follow through.
  • Keep abreast of changes, advancements, and/or improvements in property maintenance and technology and make recommendations as appropriate.

General

  • Act as a primary administrative assistant to all interior and exterior property needs, providing exceptional assistance and service to ensure the property remains organized and runs smoothly. 
  • Run errands as needed.
  • Assist the key leaders with other special projects as requested.

Elements of Success
  • Associates Degree or equivalent experience.
  • Minimum of three years administrative support experience required; facilities management and professional office experience preferred. 
  • Proficiency in use of Word, Excel, Outlook, PowerPoint, technology, phone/video conferencing, and the internet.
  • Excellent verbal and written communication skills with the ability to organize, prioritize, follow through on projects, and work independently. 
  • Must be attentive to details to assure the property and offices are presented to “Five Star” quality standards.
  • Proven ability to create an exceptional team and visitor experience; consistently demonstrates enthusiasm for exemplary standards of customer service.
  • Ability to work with all levels of management in a professional manner, with the highest level of confidentiality.
  • Excellent teamwork skills.  Must work effectively and cooperatively with property management team and adjust/share duties as required.
  • Must possess the ability and willingness to be flexible and occasionally work non-routine hours including evenings and weekends.
  • Willingness to travel to other family properties and locations as requested in support of Property Maintenance team, events, etc. 
  • The family’s privacy is highly important; therefore, the highest level of confidentiality must be exercised at all times.

Essential Physical Demands
  • Must be able to lift/transport boxes of approximately thirty (30) pounds; stoop, bend, and climb steps and stairs.
  • Ability to stoop, bend, kneel, climb, and remain standing on feet for lengthy periods of time.
  • Ability to operate small/medium cleaning and maintenance equipment.
  • Valid driver’s license required.

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