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Admistrative Associate - Operations

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Published 23 days ago

Administrative Associate - Operations

Report to/Supports: Senior Property Manager & Deputy Director of Maintenance

Full Time

Temporarily Remote(COVID-19); Some Days On-Site

About Clinton Housing Development Company

Founded in 1973, Clinton Housing Development Company (CHDC) is a not-for-profit community-based organization dedicated to building community by preserving and creating high quality, permanently affordable housing in Clinton/Hell's Kitchen and Chelsea. We integrate community, cultural, and green spaces into our developments and provide consulting services for larger community initiatives. CHDC is a leader in its field.

CHDC provides the community with affordable rental housing for a wide range of household incomes and those in need of social services. We currently serve 766 households and manage 55 commercial spaces in 79 buildings. Committed to providing opportunities for connection between neighbors and creating a healthier urban environment, we also cultivate sidewalk gardens, key parks, and bike lanes to transform the neighborhood. We work in partnership with nonprofits, city agencies, community groups and CHDC tenants to realize a greener, healthier Hell's Kitchen.

About the Position: 

CHDC is looking for a pro-active, highly organized, individual with strong analytical/problem solving skills who can juggle multiple tasks and priorities simultaneously and is adept at working in a fast-paced evolving work environment. The Operations Associate supports the Deputy Director of Maintenance and Senior Property Manager, who together are responsible for managing 50+ people and many outside vendors and stakeholders, as well as maintaining 1,031 affordable housing units and 55 commercial spaces. The right candidate will also be good at building internal and external relationships that support the work of both departments. This is a new position and is an opportunity to contribute to strengthening the structural operations of these departments, priming them for increased activity as new buildings under development come online.

Primary Responsibilities

  • Manage calendar and phone logs and provide administrative support to Deputy Director of Maintenance and Senior Property Manager as requested
  • Create, maintain, and update departmental paper and electronic files
  • Reporting & Presentations: Produce weekly and monthly departmental reports, annual and monthly program reports; coordinate with Finance Department to generate monthly financial reports; produce presentations for internal and external stakeholders
  • Invoicing: Review, approve and code vendor invoices relating to Maintenance dept
  • Review and analyze quarterly and annual Maintenance Dept spending for cost savings
  • Correspond with vendors, contractors and tenants as needed, including but not limited to composing letters and memos and fielding billing and payment inquiries.
  • Coordinate work between Property Management, Maintenance, and outside contractors.
  • Maintenance Support: Coordinate in-house maintenance staff schedule; assist in materials procurement for internal construction projects; track and maintain records for current and upcoming projects; manage maintenance department work order system in Boston Post software
  • Support the Tenant Application and Selection Process, including processing background and credit checks
  • Legal Actions Coordination: Maintain monthly legal action court calendar; update and maintain legal files, attend court proceedings; act as legal liaison for daily communication with attorneys
  • Support the team by providing general office administrative support as requested
  • Minimum Qualifications
  • Minimum 3 years experience in administrative/coordinator role
  • 2-year Associate or 4-year Bachelor’s Degree
  • Excellent computer skills: proficient user of Microsoft Office suite (MS Word, Excel, Outlook, PowerPoint); comfortable learning and using new platforms
  • Highly organized and detail oriented
  • Able to work with competing deadlines and manage multiple priorities 
  • Able to work independently and accept direction from multiple senior staff
  • Adaptability to a fast pace environment with a demonstrated ability to engage varying audiences of internal and external stakeholders
  • Excellent interpersonal, written, and oral communication skills, including presentation creation skills
  • Team player, grace under pressure and a sense of humor
  • Enthusiasm for CHDC’s mission and values and the critical role nonprofit organizations have in building inclusive communities.
  • Fluent in English (written and spoken)

Preferred Qualifications

  • Experience working for multiple direct reports
  • Familiarity with property management office functions.
  • Experience supporting property maintenance and property management functions

Salary and Benefits

Salary Range: $35,000-45,000             

Benefits: CHDC provides health, dental and transit check benefits to eligible employees who successfully pass their 90-day evaluation period. This position is eligible for 2 weeks paid vacation, 8 days paid sick, 3 days paid personal and 11 paid holidays.  CHDC offers a voluntary 403B plan.

How to Apply

Please submit your resume and cover letter of no more than 2 pages through the Idealist website

Applications are being accepted on a rolling basis; the need is immediate. Due to the high volume of responses we receive, we will only respond to those in whom we have interest. Please do not call to follow up. Thank you.

Clinton Housing Development Company is an Equal Opportunity Employer. We hire the best person for the job regardless of race, gender, religion, sexuality, or physical ability. 

Administrative Associate - Operations

Report to/Supports: Senior Property Manager & Deputy Director of Maintenance

Full Time

Temporarily Remote(COVID-19); Some Days On-Site

About Clinton Housing Development Company

Founded in…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    2-Year Degree Required
  • Professional Level
    Professional

Salary

$35,000 - $45,000

Benefits

CHDC provides health, dental and transit check benefits to eligible employees who successfully pass their 90-day evaluation period. This position is eligible for 2 weeks paid vacation, 8 days paid sick, 3 days paid personal and 11 paid holidays.  CHDC offers a voluntary 403B plan. 

CHDC provides health, dental and transit check benefits to eligible employees who successfully pass their 90-day evaluation period. This position is eligible for 2 weeks paid…

Level of Language Proficiency

Fluent in English - written and spoken

Fluent in English - written and spoken

Location

Temporarily Remote
Work must be performed in or near New York, NY
Associated Location
403 West 40th Street, New York, NY 10018

Apply to This Job

Instructions:

Please provide a resume and a cover letter of no more than two pages. PDF is preferred, but not required. Please include your first initial and last name in your file names. Please submit through the Idealist site. The CHDC Application is not necessary for your initial submission.


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