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Administrative Assistant

Location : Springfield, MA
Job Type : Direct
Hours : Full Time
Required Years of Experience : Minimum 3
Required Education : Associates degree preferred
Travel : No
Relocation : No

Job Description :

Home City is a mission-driven developer of multi-family and mixed-use properties in the Springfield region.  We seek opportunities to acquire and develop properties that can enhance the lives of those who live and work in them and those in the surrounding communities.

We are seeking an Administrative Assistant to provide administrative support to the Director of Real Estate Development, the Executive Director, the Administrative Services Manager, and staff. This individual will also provide office support by performing a variety of administrative and clerical tasks through implementing and maintaining filing systems, procedures, and policies while ensuring the efficient and smooth day-to-day operation of the office.


Essential Functions/Position Responsibilities

Provide administrative support to the Director of Real Estate Develo9pment with a wide range of operational tasks including:

  • Assemble applications for state and federal project funding;

  • Research rent comps;

  • Run Errands to the registry, contractors for documents, etc.;

  • Provide support for special tasks related to project development;

  • Provide on-site assistance at project locations;

  • Assist with tasks associated with performing project due diligence;

  • Assist with establishing new corporate entities, obtain EIN and DUNNS numbers, certificates of good standing, etc.;


Provide administrative support to the Executive Director and Administrative Services Manager with a wide range of operational tasks including:

  • General accounting and bookkeeping tasks with concentration on accounts payable and budget preparation;

  • Human resources administrative functions;

  • Information technology tasks;

  • Coordinate office and staff functions;

Process biweekly payroll via third-party payroll service


Manage employee benefits including 401K


Complete and submit paperwork to external agencies including worker’s compensation claims, unemployment claims, verification of employment, background checks, etc.


Maintain employee handbook and ensure compliance with all labor laws


Create new policies, procedures and job descriptions


Oversee annual employee review process


Perform Notary Public services


Handle all incoming mail and perform scanning, mailing and other clerical tasks


Create, update, and maintain filing systems


Prepare travel arrangements as needed


Schedule meetings and take detailed minutes, including board meeting minutes, assist with material preparation


Monitor, maintain and replenish office equipment and supplies, heating fuel; ensure cleanliness and organization of office and equipment


Assist with building and maintenance issue resolution for general repairs (heating and air conditioning, security, office cleaning, etc.) and updating (carpet cleaning, painting, etc.)


Assist with periodic tasks and/or special projects as requested from time to time

Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, and participating in professional societies
Required Qualifications :

Respect for, and understanding of, the difficulties that the poorest of our community face


Associates degree and/or minimum 3 years’ experience as an accomplished administrative assistant


Demonstrated knowledge of accounting concepts and prior experience with bookkeeping


Knowledge of real estate development and/or construction a plus


IAAP CAP (Certified Administrative Professional) certification preferred


Massachusetts Notary Public a plus. If not already, will be required to obtain Notary Public certification


Strong working knowledge of all Microsoft Office Suite software products including Word, Excel, Access, PowerPoint and Outlook


Demonstrated superior oral, written and interpersonal communication skills, and the ability to listen, obtain clarification, respond professionally and responsively to individuals at all levels within the organization and externally


Demonstrated attention to detail and high levels of accuracy


Familiar with common office equipment (printers, copier, fax, etc.)


Proven ability to take initiative, problem solve, and make decisions within job scope


Proven ability to maintain confidentiality of sensitive and proprietary business information


Proven ability to work independently as well as collaboratively in a positive team


Exceptional time management skills and the ability to work well under pressure, effectively managing multiple and changing work assignment priorities, and dedication to ensuring deadlines are met


Reliable transportation with a current state-issued driver’s license as well as vehicle registration and proof of insurance

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