Experience:
3-5 years of experience
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Employment Type:
Full time
Posted:
8/25/2017
Job Category:
Administration
EXECUTIVE ASSISTANT/OFFICE MANAGER
(This job is no longer available)
Pirhl Llc | Cleveland, OH
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Job Description

PIRHL was founded in 2004, and is located in the heart of downtown Cleveland, Ohio. PIRHL is a full-service developer, general contractor and owner of high quality single-family and multi-family housing. PIRHL's approach is predicated on leveraging the unique skills and perspectives of locally based community partners who deeply understand the dynamics and specific needs within their market. By collaborating with some of the mostly highly accomplished, non-profit housing developers in the business, PIRHL's developments are invariably more exceptional.

To date, PIRHL has developed 40 properties and over 3,500 units, serving clients in the following regions: Midwest, Mid-Atlantic and Southeast.

PIRH's integrated approach helps to simplify the development process from conception to completion. Working together, we build strong lasting relationships with our community-based partners, providing a better product and helping to ensure long-term operational excellence.

PIRHL is committed to developing thoughtful, sustainable communities. Our process is built on thorough analysis, transparency, and strong public-private partnerships. PIRHL builds communities where people want to live.

Summary: The Executive Assistant/Office Manager is responsible for providing administrative support to the Vice President of Finance and Accounting and for implementing and overseeing general office systems/policies to facilitate efficient, and cost effective operations.

Essential Duties and Responsibilities:

Schedule and organize complex activities such as meetings, travel and conferences.

Create and develop visual presentations for the Vice President of Finance & Accounting.

Establish, develop, maintain and update filing systems, electronically or otherwise, and retrieve information from these files when needed.

Monitor office operational systems to ensure company requirements are sufficiently met on a daily basis.

Responsible for managing the procurement of services, supplies and equipment.

Monitor and review incoming mail, email, faxes and voicemail messages for the Vice President of Finance & Accounting.

Respond regularly to requests for information and handle inquiries on behalf of the Vice President of Finance & Accounting.

Act as a liaison with other departments, external agencies and individuals.

Handle confidential information and explain policies when necessary.

Act a project manager for special projects, at the request of the Vice President of Finance and Accounting, which may include planning and coordinating multiple presentations, disseminating information and coordinating communications.

Draft and prepare correspondence such as memos, charts, tables, graphs, business plans, PowerPoint presentations and other forms of communication as required.

Proofread documentation for spelling, grammar and layout, making appropriate changes when necessary. Responsible for accuracy and clarity of final copy.

Review and approve weekly/monthly invoices for all corporate office utilities, supply orders, shipping/courier services and lease payments to ensure accurate billing of third parties.

Monitor usage of company cell phones, data plans, and additional copier charges in order to stay within designated budget. Order new cell phones and other equipment from cell phone vendor. Provide monthly meter reading to copier vendor.

Oversee the physical office relationship with landlord, contractors, vendors and cleaning company to ensure seamless operations of the office and leased equipment and spaces.

Maintain all vendor passwords related to our computer system, security system, and other office systems.

Communicate with staff to ensure a collaborative understanding of the most current office standards related to maximizing operations around order, security, HVAC, lighting, and opening/closing procedures.

Oversee the operation of all office equipment and arrange for routine/necessary maintenance and cleaning as needed.

Responsible for the efficient set-up of remote offices and closing them down as needed.

Act as the administrator for the company conference call and online meeting service provider. Accurately code invoice for accounts payable.

Maintain the key box containing extra keys for all offices/workstations.

Create uniform procedures for physical record keeping, storage and destruction of all paper filing systems.

Serve as the first responder to vendor calls during off hours. Communicate with staff as necessary based on the situation. Use a mass texting application when needed to send immediate communication.

Communicate staff changes to the alarm center. Answer alarm center calls during off hours when the alarm is activated.

Maintain accurate up-to-date staff contacts and email lists in PIRHL public contacts.

Troubleshoot IT issues and escalate to third party IT vendor when necessary to ensure that our IT systems are functioning efficiently.

Coordinate the purchasing of new computer equipment, consistent with company purchasing guidelines, through an approved vendor.

Add employees to computer printing and scanning functions.

Responsible for setting up and removing voicemail, password, phone extensions, and other phone set-up programming as necessary.

Responsible for setting up and removing email on employee phones, and for setting up company owned cell phones and hot spots for employees.

Manage the key fob system.

Set up computers and workstations for employee use and coordinate software set up for employees including folder permission updates, and password resets.

Education and/or Experience:

Bachelor's degree from a four (4) year college or university, or four (4) to six (6) years related experience and/or training as an administrative assistant, executive assistant, office manager; or equivalent combination of education and experience.

Knowledge and experience working in a Windows operating environment and with the Microsoft Office Suite, including Word, Excel and PowerPoint.

Knowledge and experience managing day to day office responsibilities, such as ordering supplies, troubleshooting IT issues, overseeing the proper functioning of office equipment, and security systems such as fobs and alarm systems.

Other Qualifications:

Ability to produce business correspondence, proofread for grammar, spelling and punctuation with a high degree of accuracy.

Ability to work collaboratively with different departments.

Ability to effectively coordinate and track multiple projects simultaneously, prioritize, work well under pressure with a high degree of accuracy and meet stringent and overlapping deadlines.

Excellent organizational and attention to detail skills.

Ability to maintain highly confidential information, both personal and professional.

TO APPLY

Please send a cover letter, resume, and three (3) professional references to:
Human Resources

Cleveland, OH 44113

(see below)

No phone calls, please.

Job Posting Number: P17D01

Posting Date: July 12, 2017

Qualifications

Applicants must be eligible to work in the specified location

About Pirhl Llc

PIRHL is a different kind of developer, led by principals with an unusual commitment to the process and the partnerships behind the development. David Burg and Dave Uram began their affordable housing careers in Cleveland's non-profit community and economic development industries where they furthered their sensitivities to the unique needs and constraints of the clients they serve today. Burg and Uram also spent years with a leading for-profit developer/builder in the low income housing tax credit industry. There, they gained extensive experience with LIHTC- and bond-financed affordable housing, and with the public-private partnerships that drove those projects. Today, as an owner, developer and builder of affordable housing, PIRHL employs a highly-experienced team, and commits all of its resources to urban revitalization. Through a proactive approach that is transparent and accountable to all stakeholders, PIRHL's process is simply better.