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Central Office Adminstrator

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CENTRAL OFFICE ADMINISTRATOR

Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.
It is essential that all duties are performed with the highest level of integrity, while supporting Inglis Values and Standards of Excellence, ensuring the achievement of competencies and compliance with regulatory agencies.

The Central Office Administrator has the primary responsibility to provide clerical, administrative and data entry support to 
IHC and field personnel. Must possess excellent oral, written and customer service skills. Must complete Fair Housing and Certified Occupancy Specialist training within 6 months of hire.   All essential job responsibilities will be executed in 
accordance with Inglis Administrative policies and compliance/ethics guidelines.  

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

 

ESSENTIAL FUNCTIONS, QUALIFICATIONS & SKILLS:

Clerical and Coordinated support for IHC Central Office and all IHC Communities    

  • Support all functions of the Inglis Housing Corporation including the operations of housing portfolios.
  • Manage the Housing Front Office, including keeping the area organized, greeting visitors, answering phones, coordinating mail and performing data entry.
  • Designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Oversees and organizes shared drive for all IHC development and operations. 
  • Ensure IHC office and supplies are available and assist in supply orders for PM team.
  • Coordinate office schedules, develop and recommend office procedures and systems to ensure smooth operations.
  • Maintains appointment calendar in Microsoft Outlook, documenting accurate times and contacting appropriate individuals.
  • Support property management lease-up function as needed by conducting all background checks on perspective tenants and completing tenant files.
  • Aid in tenant file audits to ensure compliance with local, state and federal regulations.    
  • Oversees contracts related to cleaning and janitorial, ensuring that work is being completed.
  • Addresses resident concerns; forwards concerns to appropriate manager or staff person
  • Attend Staff meetings and take minutes; prepare minutes and distribute to all staff as directed
  • Participate in Inglis assigned committees; attend meetings as proxy for Director
  • Maintaining application waiting lists
  • Assist in community meeting preparations (Holidays, etc.)
  • Enter billing into Accounting software according to accounting schedule

Data Entry& Data Maintenance

  • Enter and modify applicant data into waiting list / property management software. 
  • Maintain IHC waiting list.
  • Coordinate purge of IHC waiting list annually between June 1st and June 30th.

Field Support

  • Provide administrative support for Property Managers as needed.
  • Assist property managers with Special Events/Projects
  • Support property management personnel to maintain compliance reports, accounts receivable, leasing, HUD and tax credit required reporting for audit preparation and completion.
  • Ensure employee’s training requirements, licenses and certifications are current
  • Certify all building licenses are current as required by the local jurisdiction.
  • Develop advertising and marketing for new and existing housing complexes ensuring appropriate lease up.

PERSON CENTERED CARE

  • Champion for culture change and supportive leadership.
  • Demonstrates a real sense of inquiry and a personal willingness to learn.
  • Demonstrates the ability to take responsible actions within the parameters of the role without a constant need to be directed by others.
  • Demonstrates politeness and respectfulness and evidences the self-awareness of the effect of her/his behavior on others.
  • Demonstrates mutual respect for diversity.

PEOPLE & TEAM LEADERSHIP

  • Demonstrates Inglis people and leadership values and behaviors
  • Demonstrates the ability to follow-up on schedules, set priorities and achieve deadlines
  • Demonstrates the Inglis Code of Conduct and builds trusted partnerships throughout the Inglis organization.
  • Establishes and maintains effective relationships by gaining trust and respect.
  • Is approachable and easy to talk with; puts forth an extra effort to make people at ease; is patience and builds rapport with customers and is a good listener.
  • A team player and has the trust and support of peers.
  • Promotes collaboration within the department

TECHNOLOGY:           

  • Actively engages in the use of computer systems and technology to enhance the day-to-day flow of information
  • Encourages and supports staff on the appropriate use of computer systems and technology
  • Understands common computer terminology, computer fundamentals such as screen positioning
  • Understands the use of the internet/intranet applications and file management including file saving, storage and basic data controls
  • Responds to emails and calendar requests in a timely manner using Outlook
  • Understands IT security, i.e. no sharing of passwords, processes, best practices including email encryption and enlisting help of IT help desk as needed. 
  • Possesses general knowledge of how to interface with a computer, i.e. use of mouse, resizing windows, etc.

EDUCATION & EXPERIENCE

In addition to the necessary skills and experience to perform the responsibilities outlined above, there are a number of traits that a successful candidate will possess.  

  • Required – College Degree in business, management, marketing, real estate, or related study
  • Five plus years of executive level support, project management and leadership experience
  • Strong knowledge of all Microsoft Office products.
  • Proficiency with Excel and PowerPoint. 
  • Strong work ethic, integrity and commitment to the Inglis vision and mission.  
  • Excellent administrative, communication, interpersonal and leadership skills.
  • Preferred industry experience –Property or Hospitality management. Non-profit 

ABOUT INGLIS:

Founded in 1877, Inglis has been supporting people with disabilities to live the lives they choose, where and how they choose. From adapted technology, independent living apartments, and other community-based programming, to long-term care – Inglis meets the needs of the people we serve along the continuum of care. 

Inglis has three key areas of programmatic focus under the “parent” of the Inglis organization, including: Inglis Housing Corporation, the largest private developer in the Philadelphia area of affordable, accessible independent living apartments for people with disabilities; Inglis House, our long-term care wheelchair community serving a younger population (average age is 54); and Community Support Services, a collection of programs that support people with disabilities who choose to live independently in the community. All of these services are supported with Inglis’ thought leadership in Adapted Technology and commitment to Person-Centered Care.

Inglis is a national leader in providing comprehensive care and services for people living with multiple sclerosis, cerebral palsy, spinal cord injuries and other neurological disorders resulting in some level of paralysis and mobility impairment.
Inglis serves more than 1,000 people directly, and many more indirectly through its website and other outreach activities supporting its mission to “enable people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.”

Inglis welcomes great people without regard to disability, race, religion, age, gender, sexual orientation, national origin, military service, marital status, or any other characteristics, as protected by law.  We encourage all Protected Veterans and the long-term unemployed to apply.  Please send resume to Inglis Human Resources, 2600 Belmont Avenue, Philadelphia, PA 19131 or via email to careers@inglis.org  EOE, M/F/D/V