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Part - Time Administrative Assistant / Receptionist

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Brookline, Ma
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Please send resumes to: I. Position Summary: ***This is a part-time position- 24 hours per week**** The Administrative Assistant will support the Director of Property Management, Office Manager and Programming Department by performing program/administrative work to enhance accuracy, efficiency, and effectiveness of the team in meeting member needs. He/She will coordinate the implementation of standard operating procedures to support our growing organization, interact with residents, team members, and colleagues in a positive, supportive way, build trusting relationships with them, and accept responsibility for all tasks assigned. He/She must be a self starter, have the ability to prioritize, perform multiple tasks, anticipate needs, demonstrate initiative, and be skilled in community building. The position requires excellent customer service skills to handle the guests, residents and colleagues of Center Communities of Brookline. This person must be able to handle stressful situations skillfully. This position will support Center Communities of Brookline's mission of supporting elders to remain independent and active. II. Core Competencies: •Commit to the organization's core values of respect, dignity and empowerment. •Able to form trusting relationships with residents, families, and team members. •Work collaboratively with colleagues, both within and outside the HSL continuum. •Listen attentively; speak respectfully; promote an "emotional" connection. •Have a "can-do" service mentality. •Accept responsibility for all tasks assigned. III. Position Responsibilities: •Assist with the needs of the residents and refer them to the appropriate services in the community. •Welcome visitors by greeting them, answering questions, and directing them to the appropriate individual, in person or on the telephone. •Maintain a safe, clean reception area. •Screen incoming calls and determine with whom the caller should speak. •Take telephone messages for the staff, forward calls to staff members or to voicemail system. •Take maintenance work order request calls and create the work order in Yardi Voyager. •Distribute work orders requests to the maintenance department. •Close out completed work orders in Yardi Voyager. •Sign residents up for bus trips. •Open and distribute mail daily. •Issue overnight parking passes. •Take key request for residents. •Sign residents up for pest control visits. •Update Voice Friend residents list. •Create key fobs upon move ins and when additional fobs are requested by residents. •Update intercom system. •Organize and maintain office files and records. •Distribute information from office to residents via individual cubbies. •Assemble Welcome Packets for new move ins. •Create Signage and Mail tags for new move ins. •Maintain office supply inventory by checking stock to determine inventory levels. •Perform move in and move out inspection with residents or family. •Collecting monthly rent checks in a timely manner. •Assist in preparing deposits of monthly rent checks from over 500 residents. •Assist Community Life department with: oPlanning and implementation of activities, programs and events. oDesign, development, and distribution of activity and event calendars. oMaintenance of supply levels necessary for all future activities. •Monitor safety and well-being of participants and seek assistance when necessary. •Graciously receive complaints and concerns; act to correct issues by making request of others. •Follow the rules as set by the CCB Employee Handbook. •Perform other related duties as required or directed. IV Qualifications •Associates Degree or equivalent amount of commensurate experience. •Computer proficiency i.e ability to use MS Word, Excel , Publisher and Power Point. •Exceptional organization, customer service, teamwork, communication and interpersonal skills are required. •Ability to manage multiple task simultaneously, handle difficult situations and demonstrate flexibility. V. Physical Requirements Must be able to lift, push or pull 25 pounds. Must be able to stand during scheduled work times

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