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Administrative Assistant - Operations

Company: UDR Inc.
Location: Franklin
Posted on: June 23, 2022

Job Description:

UDR, Inc. and its affiliated companies are seeking a Administrative Assistant to support our VP of Operations and to be based from our Carrington Hills community, located in Franklin, TN.

GENERAL SUMMARY OF DUTIES: Provides administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Requires a broad knowledge of corporate operations and policy.

SUPERVISION RECEIVED: Reports to, varies by location reporting to a Vice President or Regional Manager

SUPERVISION EXERCISED: N/A

ESSENTIAL FUNCTIONS:

1. Read and route incoming mail. Locate and attach appropriate files to correspondence to be answered.

2. Organize and maintain filing system, file and retrieve documents, records, and reports. Ensure protection and security of files and records.

3. May greet visitors and accompany to appropriate area or person.

4. Prepare responses to correspondence containing routine inquires or standard replies.

5. Perform general office duties such as ordering supplies, arranging conference calls and performing basic bookkeeping work.

6. Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.

7. May make travel arrangements and itineraries for executives, management, or guests.

8. Screen incoming calls and correspondence and respond independently when possible.

9. Provide reports or maintains data bases as assigned.

10. Manage and maintain managers schedules and calendars.

11. Perform other duties as assigned or as necessary.

PERFORMANCE REQUIREMENTS: Knowledge of general office practices, organizational policies, and procedures. Ability to apply policies and procedures to solve everyday issues.

Ability to maintain a high level of accuracy in preparing and entering information, and attention to detail. Thorough knowledge of office practices, procedures, and equipment. Skill in composition, setting up and typing accurately and with reasonable speed, a variety of correspondence, reports, and other materials. Ability to perform a variety of secretarial assignments requiring exercise of independent judgment.

Must have excellent organizational skills. Ability to exercise initiative, problem-solving and decision-making skills. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to establish priorities and coordinate work activities. May need the ability to read, analyze, and interpret financial reports and legal documents.

Must demonstrate excellent interpersonal skills; problem solving skills; and decision making skills. Ability to proactively recognize and implement superior customer service to internal and external customers.

Excellent verbal and written communication skills. Ability to effectively present information to management. Must have effective listening communication skills. Ability to write reports and business correspondence. Ability to meet and deal effectively with clients, associates, and the general public.

Knowledge of computer systems and applications. Must have experience with computer skills including spreadsheets, word processing programs, internet, and e-mail at a highly proficient level. Ability to process computer data and to format and generate reports.

TYPICAL PHYSICAL DEMANDS: Occasionally lifting items weighing up to 30 lbs. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires normal range of hearing and eyesight to record, prepare, and communicate appropriate reports. Extensive data input and required ability to sit for long periods of time. Physical presence onsite is required to perform essential job functions unless otherwise noted.

TYPICAL WORKING CONDITIONS: Normal office environment. Occasional evening or weekend work.

EDUCATION AND EXPERIENCE:

1. High School Diploma, or equivalent, is required.

2. Bachelor s or Associate degree in business administration or equivalent, is preferred.

3. Minimum of four years related experience in an administrative/secretarial position.

4. Must have and maintain a valid driver s license unless otherwise noted.

Keywords: UDR Inc., Franklin , Administrative Assistant - Operations, Administration, Clerical , Franklin, Tennessee

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