Administrative Support Specialist/Receptionist

About the Opportunity & Company:

Aspen Square Management is looking for an Administrative Support Specialist/Receptionist to join our office team! Based in Agawam, MA, Aspen Square Management is one of the largest privately held real estate investment and property management firms in the US. Founded by entrepreneur and philanthropist, Harold Grinspoon, Aspen offers the financial stability of an organization with a sixty-year track record of success, the energy of a start-up, the close-knit feel of a family company, and significant opportunities for growth.

Known for its fast-paced, entrepreneurial, people-centric culture, Aspen invests heavily in value-add real estate investment opportunities. We are seeking a self-motivated accounting professional interested in a long-term career in the Greater Springfield area with a financially sound and profitable organization.

About the Role:

As our Administrative Support Specialist, you are integral for the day-to-day function of the office. You are responsible for being the first liaison of communication between internal and external parties. You must be willing to jump in when needed to ensure our business functions smoothly and juggle demands from various departments.

Qualifications

• Optimistic, creative, resourceful, solution-oriented, and tech-savvy
• Attention to detail and proven ability to follow standard procedures is a requirement
• Excellent verbal, written, and social skills
• Excellent telephone etiquette and keyboard skills
• Strong customer service and office administrative skills
• Strong time management and organizational skills
• Willing to take on new administrative tasks as dictated by company need
• Microsoft Office proficient 
• 3-5 years in an office management, receptionist, or related role

Responsibilities

• Create a fantastic first impression for visitors
• Answer incoming calls in a professional manner, determine nature of call, and direct caller to appropriate individual or department
• Update and maintain contact and property supervision related lists as needed
• Update and maintain mailboxes as employees are onboarded or leave the company
• Maintain all mailing supplies for UPS, USPS & Postage Meter
• Monitor and place orders for office supplies including printing and marketing supplies as needed
• Maintain office cleanliness and organization of resources with team members
• Schedule deliveries for property packages & ensure contents are heading to correct locations
• Working with startup teams to ensure new properties need start up package prepared
• Scan HUD notices of change/inspection notices to properties, compliance team and bookkeeper
• Distribute materials for various training initiatives monthly
• Distribute welcome gifts for new hires as requested by recruiting
• Charge properties in BASWARE system for items and purchases as needed
• Support payroll functions bi-weekly during check runs; log checks and notify departments when completed
• Help other administrative staff with support overflow work, including word processing, data entry and Internet research tasks
• Have strong prioritization skills and a sense of urgency
• Maintain office cleanliness and organization of resources with team members

Benefits

• Working in newly renovated Home Office with ample amenities
• Health, Dental, and Vision Insurance for Full Time Employees
• 401k options for part- or full-time employee