Corporate Administrative Assistant

Location: Corporate Office - Greenville, SC

Summary

Under regular supervision of the Vice President, the Receptionist is responsible for effectively supporting the needs of customers and fellow support staff by providing office services and implementing administrative systems, procedures, policies, and organizational support.

I. ESSENTIAL DUTIES AND RESPONSIBILITIES

• Commitment to company values and mission statement.
• Cover reception desk at all times or assure backup is arranged with another designated member of staff for coverage during daily lunch, breaks, meetings or any other time as needed.
• Answer all incoming NHE switchboard calls in a timely and friendly manner; screen or forward calls as needed to appropriate staff members.
• Promptly greet all visitors in a welcoming manner, notify appropriate staff members, act as a host while visitor is in lobby for any items needed while waiting.
• Monitor and maintain calendars for all meeting areas and conference rooms.
• Coordinate meeting set up request with appropriate personnel; order requested food for delivery in advance; set up/clean meeting rooms per set up standards before and after use.
• Receive all company mail and deliver to appropriate staff member’s mailbox, prepare outgoing mail with postage and ensure mail is picked up daily or deliver if special trip is necessary to post office or other carrier.
• Receive reception desk deliveries, verify contents as stated, notify appropriate personnel of the arrival of packages.
• Maintain reception area, mail/work station area, breakroom and conference/meeting rooms to ensure professional and welcoming appearance and that all supplies/inventories are available.
• Maintain adequate office supplies in common areas for use by all staff members to include ordering customized office supplies such as envelopes, note cards, name tags and business cards. Be budget conscious only order if item needed are low or out of stock.
• Assure coffee and other beverages are available at all times when visitors are expected.
• Set up / use postage meter and copier as needed.
• Maintain security, gate and door access systems as needed.
• Assist with the set up and preparation of new staff members joining the Greenville office including supplies, set up of new desk, etc.
• Assist with special events such as annual employee conference and Christmas party to include set up, invitations, guest lists, RSVP’s etc.
• Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, scanning, filing, and preparation/formatting of routine correspondence and memoranda in accordance with instructions.
• Scan and email Manager mail received on days they are not in the office.
• Handles filing/scanning of any/all information on our server and file drawers.
• Order Christmas Cards, maintain Christmas Cards lists and responsible for mailing all Christmas Cards annually
• Arrange travel and reservations as needed.
• Assist President or Vice Presidents as needed.
• Any / all other duties as assigned by the supervisor.

II. SUPERVISORY RESPONSIBILITIES
None

III. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Must be able to maintain confidentiality with matters you assist with and/or see/hear. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IV. EDUCATIONAL AND/OR EXPERIENCE

Educational level typically acquired through completion of high school; six months related experience and/or training; or equivalent combination of education and experience.

V. SKILLS & QUALIFICATIONS
In addition to the essential duties and responsibilities noted above, the following skills and abilities are required for The performance of the essential duties of the job. Employees in this job perform and oversee a variety of general office support assignments where the processing of documents and recording, retrieving, and distribution of data or information are an essential and/or substantial part of the work. Must be Technology literate with advanced computer skills to include: Powerpoint, Word, Excel*, Outlook, Photoshop, Adobe* and Internet. *Proficiency in formulas, spreadsheets, and workbooks. *Proficiency in creating PDF and PDF fillable files.

Maintain confidentiality in all aspects of client, staff and company information.

Must have excellent communication skills, both verbal and in writing -ability to deal effectively with internal and
external customers in handling inquiries and communicating information.

Ability to plan, organize and prioritize tasks according to schedules and deadlines.

Ability to thrive in a deadline-oriented work environment -flexibility and multi-tasking are a must in managing work
load.

Proficiency with maintaining accurate records and reports -attention to detail is critical.

Previous experience in an office setting required. Ability to maintain confidentiality is critical. One must be an experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, a positive attitude. The ideal candidate would be a self starter who can work independently and follow direction with sound judgment. Proficient reading and math skills are a must.

IV. PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; talk or hear; and while performing the duties of this job, the employee will regularly experience wrist motion. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

V. WORKING CONDITIONS AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works alone. The employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

VI. POLICIES AND PROCEDURES

The employee in this job must be knowledgeable about the company's policies and procedures as described in the company Employee Handbook.

BENEFITS

All full-time employees are eligible to participate in our benefits program. NHE offers:

• Health Insurance (HDHP or PPO)
• Vision Insurance
• Short-Term Disability
• Long-Term Disability
• Group Life Insurance
• Health Savings Account (offered for HDHP plan)
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• 401k Retirement plan
• 11 Paid Holidays (includes Birthday Holiday)
• Up to 130 hours of PTO

About NHE, Inc.

As a diverse real estate management company, we appreciate the importance that professionalism, caring service and relationships have on providing quality services to residents and property owners alike. We work to provide superior service by capitalizing on our vast experience, dedicated employees and investments in technology, training and certification.

Based in Greenville, South Carolina, NHE is a leader in homeowner association management services, multi-family and apartment management solutions, and consults with owners and operators to determine best practice operations.

EOE