Clerical Assistant

Astoria, NY
Full Time
920902
Entry Level

HANAC, Inc. – originally founded by George Douris as the Hellenic American Neighborhood Action Committee – is a New York City-based multi-faceted social services organization. The organization was founded in 1972 to serve the needs of vulnerable populations throughout New York City.  

The Property Management Clerical Assistant provides vital administrative and clerical support to the Property Management team. This role is essential for the smooth operation of the property management office, encompassing tasks such as tenant communication, rent collection, data management, and general clerical duties.

Hourly Rate: $20 per hour (depending on Experience)

Work Schedule: Monday to Friday 9:00am- 5:00pm

Key Responsibilities:

  • Telephone and Reception: Answer and direct incoming calls from tenants and vendors. Provide first-level support for inquiries and route calls to appropriate staff members as needed.
  • Rent Collection: Collect rent checks from tenants, provide receipts, and record transactions accurately. Deposit checks and handle any related banking activities.
  • Financial Record Keeping: Utilize Excel or relevant property management software to update and maintain accurate records of rent payments received and outstanding balances.
  • Accounts Receivable: Contact tenants in arrears to discuss outstanding payments and document these communications for follow-up and resolution.
  • Assist in the preparation of correspondence, reports, and other documents related to property management.
  • Maintain tenant files, process applications, and assist with tenant screening procedures.
  • Coordinate with maintenance staff to schedule repairs and follow up on outstanding work orders.
  • Support the leasing team by scheduling viewings, preparing leasing documents, and assisting with move-in/move-out procedures.
  • Maintain office supply inventory and reorder supplies as needed.
  • Assist with the planning and execution of tenant events and community engagement activities.
  • Perform other clerical duties such as filing, photocopying, and mailing as required.

Qualifications:

  • High school diploma or equivalent required; associate degree in business administration or related field preferred.
  • At least one year of clerical or administrative experience; experience in property management is a plus.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and property management software.
  • Strong customer service and interpersonal skills, with the ability to communicate effectively with tenants and staff.
  • Strong organizational skills and the ability to multitask in a fast-paced environment.
  • Detail-oriented with a high level of accuracy in all tasks.
  • Ability to maintain confidentiality and exercise discretion.

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