Job Overview

The Administrative Assistant works with and reports to the General Manager (GM) in running the day-to-day operations of Atelier 505. The Administrative Assistant will assist the GM in responding to Resident questions and requests, coordinating the delivery of condominium services, scheduling daily activities and meetings, preparing correspondence, maintaining files, and updating Resident rosters. The Administrative Assistant is responsible for directing Concierge staff in serving the residents requests.

Responsibilities:

• Assist in the preparation and administration of the management plan, which includes business objectives, service programs, project management and operational budgets.
• Properly participate in the integration of all project components. Work to help create an environment where synergies are identified and utilized to maximize efficiency management as they relate not only to the staff, but the management company and outside vendors supplying staff to the building.
• In conjunction with the GM & Facility Manager, investigate, implement and monitor all life safety and security programs to insure a safe environment for all residents, staff & guests.
• Assist in maintaining operational staff level requirements. Personnel representative of Management company standards and continually monitor the workforce to insure sufficient staffing levels. Perform and maintain weekly scheduling of all employees as well as monitoring the performance and scheduling of all contract staff.
• Work with GM to conduct ongoing training programs, which promote excellence in service, creative problem solving and professional development.
• Assist in constructing position specifications for each employee including work priorities and assist in the development and implementation of protocols for all property staff.
• Ensure that standard procedures are followed for the ordering of materials, supplies & services. Primarily responsible for the purchase of virtually all materials delivered on site.
• Work with GM to maintain a positive relationship between all building occupants as well as other legal entities that constitute the overall project.
• All contracted services must be continually monitored to verify adherence to Association and management company standards. Deviations from the contract must be documented.
• All service contracts should be reviewed periodically for additions or reductions in required service. Where feasible, regional and national contracts should be procured to take advantage of possible purchasing power of managing agent.
• Works with the GM to take necessary precautions to protect Association and Management Company from possible liability. Confirm outside contractors are properly insured for liability and workers compensation in amounts required by the Association. Maintain current files with all required insurance certificates.
• Continuously inspect all area of the complex for potential liabilities. If discovered, all reasonable actions must be immediately taken to cure all conditions.

The duties posted above are intended to reflect generalizations of the immediate expectations and are not intended to be inclusive of all duties of which the Administrative Assistant is responsible.

Company Overview

The Barkan Companies is a diversified group of real estate businesses with a solid record of success in property management, construction and development. Since our founding in 1964, we have been a proven leader in the real estate development and management market. Today we employ over 750 people and provide services to 187 residential communities in 7 states. Our Boston based companies with regional offices in Providence, Hartford and Washington DC, deliver outstanding client service with an uncompromising focus on quality. Our commitment is to provide the highest level of property management available. We routinely invest in the resources to maintain our position as the leader in third party management services.

Barkan is looking for a dedicated and talented individual who can contribute their skills in a collaborative environment in service to our clients. In return, Barkan offers highly competitive compensation and some of the best benefits in the industry. Barkan is an equal employment opportunity employer.

We offer a competitive salary, comprehensive benefits package, to include health, dental, vision, life insurance, long & short-term disability, paid vacations, a 401K match.