Job Title: Office Administrator FLSA Status: Exempt
Department: NMG Corporate Reports to: Director of Operations
Position Summary: Provide clerical, accounting and administrative support to assist in maintaining the day-to-day aspects of NewCastle Management and Development Group.
Role Qualifications:
Must be a team player with initiative and organizational skills
Must possess basic bookkeeping skills, focused on A/P and A/R management
Must be able to work with a high degree of professionalism and discretion
Must be able to multitask in a fast-paced environment, while providing excellent customer service
Position Responsibilities:
Coordinates office activities and operations to secure efficiency and compliance with company policies
Manage the management company and development company accounts payable, general accounting, and billing
Vendor management; processes vendor payments, ensuring timely payments; researches invoice discrepancies; resolves billing issues
Coordinate with outsourced accounting group as needed on corporate and development books
Maintains vendor files; Request W-9s; Prepare 1099s
Provide basic financial reporting from QuickBooks and Realpage and invoice/payment processing system
Supports HRIS administration and reporting if needed during implementation
Provide Realpage platform support to site teams
Review compliance reporting for our assets
Manage annual schedule of governance reporting to lenders
Ensure monthly financial and compliance reporting obligations to HUD, VH, Freddie MAC, etc are met including SEP and Green audit reporting
Assists HR with onboarding new hires as needed
Manage phone calls and correspondence (e-mail, letters, packages, etc.)
Coordinates & facilitates onsite meetings and conference rooms, including technology; Coordinate team planning and recognition events
Assists with system administration of office software platforms (Microsoft)
Coordinates and maintains administrative records for equipment, phones, and databases
Assists with event planning and implementation
Maintains office filing and storage systems; manages company Dropbox account
Ensures office equipment is properly maintained and serviced, liaison for IT troubleshooting
Fixed asset management, including tagging new equipment, issuing equipment to new hires, and checking in returned equipment
Assist in website auditing and change management; manage marketing collateral
Monitors and maintains corporate office supplies
Other duties as assigned
Essential Skills and Experience
High school diploma: BS/BA in office administration or relevant field is preferred Proven experience as an office administrator, office manager, assistant or relevant role Property Management experience preferred Real Page experience preferred Outstanding communication, organization and interpersonal abilities Familiarity with office management procedures and basic accounting principles Familiarity with payroll and benefits administration preferred Advanced knowledge of Microsoft Office Suite (Outlook, Excel, etc.) Strong initiative and a team player Possesses the ability to follow through on multiple projects and tasks Detail oriented, professional, and always adheres to confidentiality
Benefits
Paid PTO and holidays
Medical/Vision/Dental/Short-Term Disability
