HANAC, Inc Hiring for Office Manager at Astoria, NY, US Full Time

HANAC, Inc. originally founded by George Douris as the Hellenic American Neighborhood Action Committee is a New York City-based multi-faceted social services organization.

The organization was founded in 1972 to serve the needs of vulnerable populations throughout New York City. Provide administrative support of a complex nature for the Director of Property Management.

Coordinate administrative activities for the Property Management office. Manage confidential and complex filing systems.

Type letters, memoranda, s, etc., from dictated, handwritten and other sources and assist in preparing agenda and related material and s for key management meetings and / or projects.

Perform other related duties as required and assigned by the Director of Property Management. The position involves a high degree of confidentiality.

Essential Duties : Secretarial support and operational / supervisory support functions including but not limited to maintaining project and office files in a proficient and diligent manner.

Provide technical and administrative support to the Director of Property Management and Property Manager. Coordinates calendars and schedules appointments and meetings.

Prioritizes requests for meetings and coordinates the necessary arrangements for meetings. Coordinates room reservations and provides on-site support, including assistance with audiovisual equipment setup and refreshments, as needed.

Assist in the completion, response, and submission of documents for grant proposals and to various government agencies, Maintains inventory of office supplies, cleaning supplies, and equipment for Property Management.

Ensures that equipment is in optimal and proper working condition. Coordinates preventative maintenance and repairs as needed.

Examples : office printers, postage machines, Responsible for maintaining and updating the waitlist log i.e. entering applicant’s information on the waitlist, assigning log numbers, and informing applicants of their status.

Screen telephone calls and replies daily to all incoming correspondence including e-mail. Responsible for gathering and distributing office mail.

Responsible for travel and conference arrangements. Organizes itinerary, and makes appropriate reservations for travel and accommodations.

Maintain waiting list database accurately, timely, and regularly. Schedule appointments with tenants to arrange for signatures, during the certification process.

Prepare, mail, and track all verification forms. Assist tenants with collection of documents for leasing and certification.

Prepare bank deposits. File tenant and administrative documents. Perform monthly computer tasks related to rent collection.

Prepare building expense vouchers. Complete tenant work orders. Records and distributes meeting minutes. Collect documentation from residents Performs other related duties as assigned.

Qualifications : College degree preferred (Associate) with three (3) years’ work experience or High School Diploma / GED equivalency with a minimum of five (5) years’ work experience.

Ability to perform administrative supportive duties (including typing, filing, scheduling, answering phone and placing calls) with speed and accuracy without supervision.

Knowledge in developing, maintaining complex filing systems and experience with computer programs including word processing and Excel spreadsheets.

Considerable ability to deal with non-routine matters, such as special projects, with minimum specific instruction. Strong organizational, oral and written communication skills necessary as well as the ability to maintain an effective positive working relationship with co-workers, residents, vendors, funding agencies etc.

Ability to work independently in carrying out assignments to completion. Proficient in MS Office Suite and database applications;

able to create s, formulas and maintain statistical data. Ability to work independently and multitask under deadline pressure.

Ability to exercise discretion and diplomacy in all internal and external contact relationships. Other : This position requires being at other site locations throughout queens depending on site-specific needs.

Travel time; i.e. dropping off or picking up documents, checks, and / or post office runs etc). Must be willing to adhere to all Company COVID-19 workplace safety policies and protocols.

Salary Range : $ 40,000-$45,000 per year Powered by JazzHR