Administrative Assistant, Rochester, NY - September 23, 2015
Managed Regional and Area Managers calendars, travel arrangements and expense reports
Provided administrative support for special projects to include research, compiling data and preparation of summary reports based on results.
Composed, prepared and proofread correspondence, office memos, meeting minutes and reports on computer and maintain confidentiality when required.
Created and developed visual presentations for the Property Management team
Scheduled and organized activities and trainings for executives and employees at site level
Assisted Marketing Team with brainstorming, proofing, new lease-up logs, hosting open houses, ground breakings, ribbon cutting and any other event coordination
Received leasing inquiries and customer service calls for 200 properties in four states
Served as a liaison with other departments, residents and outside agencies concerning information, complaints and operational problems
Maintained files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing systems as needed.
Scanned and maintained documents in electronic archive.
Administrative Assistant – additional responsibilities
Assisted Senior Vice President with daily operations as well as continue to assist original managers and departments
Trained and oversaw work performance of additional administrative support
Lead special projects; coordinate the performance and completion of required tasks
Oversaw annual resident surveys – distribution of 11K surveys and receiving results for data compiling, analytical review with graphing and statistic results
Helped develop and facilitate the (3-day) Annual Leadership Conference; (200 plus attendees) travel logistics, venue selection, keynote speaker while maintaining a strict budget of 100K (Assisted in raising sponsorship funds to offset cost for conference – raised 20K in 2014)
Managed a company-wide phone line transition project working with our properties in New York, New Jersey, Pennsylvania, Maryland and Ohio
Performed company-wide cost savings with bulk service by negotiating with multiple vendors and establishing rates for new contracts to maximize income for best penetration and profitability (depending on geographic location of sites)
Controlled switchover from old providers to new, along with new pricing and contract agreement
Scheduled and attended weekly meetings in order to coordinate and keep open communication with each party involved at that specific moment; (vendors, all departments at the corporate office, Area, Regional, Community Managers and Maintenance Supervisors)
Developed weekly reports of accurate updates to present to the Senior Vice President of Property Management as well as monthly reports for the monthly conference call/meeting with upper management in all five states.