Administrative Assistant

Quadel is the visionary leader in providing program management, consulting and training solutions to the affordable housing industry.

JOB SUMMARY:
The Administrative Assistant provides clerical and administrative support to the inspection team. Responsibilities may include, but are not limited to inspection scheduling, customer and team member communication, data entry, document preparation, inspection filing and coordination of routine office tasks. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Familiarity with affordable housing or property management systems is preferred.

DUTIES AND RESPONSIBILITIES:

• Provide general clerical and administrative support to inspection staff, including data entry, filing, document preparation and mail handling.
• Coordinate and schedule inspections by managing calendars, confirming appointments and addressing any rescheduling needs.
• Maintain and update inspection schedules, customer communications and other relevant data using property management and office systems (e.g., Emphysis Elite, SmartSheet).
• Draft correspondence, generate appointment letters, and prepare inspection packets or meeting materials.
• Answer phones, respond to email inquiries, and direct calls or messages to the appropriate personnel.
• Maintain accurate records and ensure timely documentation of inspection and program-related activities.
• Collaborate with other departments to ensure inspections and administrative tasks are completed efficiently and on time.
• Provide excellent customer service throughout the scheduling process, addressing inquiries and concerns promptly and professionally.
• Assist with administrative tasks such as invoice processing, supply ordering, and file maintenance in accordance with office procedures.
• Assist with special projects related to inspections and related tasks.
• Other administrative duties can be assigned.

QUALIFICATIONS:

• A high school diploma or equivalent is required.
• One year of related experience is preferred. Familiarity within the affordable housing industry is a plus.
• Proficiency in Microsoft Office applications (Excel, Word, Outlook) is required.
• Experience with Elite a plus.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:

• Occasionally required to stand.
• Occasionally required to walk.
• Frequently required to sit.
• Continually required to utilize hand and finger dexterity.
• Continually required to talk or hear.
• Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard.
• Occasionally/required to lift/push/carry items less than 25 pounds/ up to 25 pounds/ up to 50 pounds/ more than 50 pounds.
• This description outlines the general content and requirements associated with the performance of this role. It should not be interpreted as an exhaustive list of duties, responsibilities, or physical demands.

Management reserves the right to assign or reassign job responsibilities as needed.

As a contractor on federal government contracts, Quadel is obligated to and will comply with and enforce the requirements of the Drug-Free Workplace Act of 1988 and any applicable regulations issued by government agencies with respect to alcohol and/or drug use.  Quadel is or may also be required to comply with alcohol and/or drug policy and/or testing requirements specified in contracts with government agencies and other companies or organizations to which Quadel provides service.  Quadel will comply with and enforce these contractual requirements with respect to alcohol and/or drugs.  As such, candidates to whom an offer is extended are required to submit to a pre-employment drug screening.

Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the position.

EQUAL OPPORTUNITY EMPLOYER/VETERANS/DISABLED
Quadel is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

EEO/AA