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About the Role

The Administrative Assistant will support the 92NY Residence by managing administrative tasks, assisting with sales and promotion, and ensuring high customer satisfaction and occupancy rates.

Responsibilities

• Respond to reservation applications, inquiries, questions, and booking requests.
• Provide prospective residents with enthusiastic and informative responses.
• Present approved residence rates and options to prospective residents.
• Ensure reservations are accurate and complete.
• Submit Room Reservation Agreements (RRA) and attach completed documentation for upcoming residents.
• Monitor the booking chart to ensure rooms are ready for new arrivals.
• Collect rent and incidental payments.
• Receive, log, and notify residents of package arrivals.
• Receive, sort, and distribute mail for resident pickup.
• Remind residents of room changes, new roommates, and guest policies.
• Create and disseminate various reports from RMS (reservations, bookings, revenue).
• Create welcome setups (key and arrival info) for incoming residents.
• Process guest passes, log, and allocate payments.
• Take resident photos for security systems and assign resident ID numbers.
• Promote residence programs and activities.
• Order department supplies and assist with housekeeping/room supplies and storage.
• Generate weekly housekeeping reports and coordinate with Building Operations regarding staffing needs.
• Coordinate with Building Operations to ensure quality control of room readiness and common space maintenance.
• Utilize sales and lead management features in RMS, HubSpot, and SalesForce for lead generation.
• Respond to email, phone inquiries, and walk-ins, and track leads.
• Attend staff meetings and participate in Residence team check-ins.
• Other responsibilities as assigned by supervisor.

Requirements

• 3 years administrative experience required.
• Highly skilled using Excel and comfortable with data reporting.
• Interest and ability to learn new systems.
• Strong organizational, verbal, written, and interpersonal skills.
• Ability to work independently, efficiently, and on multiple tasks simultaneously.
• Forward a resume and a cover letter with salary requirements.

Skills

• Excel
• Data reporting
• Microsoft Office
• Web Invoicing
• Tessitura
• RMS
• HubSpot
• SalesForce

Location

• 92NY Residence

Work Type

• Full-time
• Onsite

Experience Level

• 3 years administrative experience

Education Level

• Bachelor’s degree in an education, business, or cultural-related field preferred but not required.

Salary/Compensations

• $52,000 - $55,000

About the Company

• The 92NY Residence is serving its patrons and potential patrons.