Job description

Spaulding Group is growing and we want you to be part of our success! A unique company culture that lives and breathes core values into the fabric of our daily responsibilities.

To provide prompt, detailed, and efficient administrative support for the executive team. This position is a front-line ambassador that is responsible for administrative functions in order to drive company success.

Currently, this position is located in Janesville but would require a commute to Madison/Monona area in the near future when we relocate our office.

Job Responsibilities:

• Customary administrative duties as requested such as mail distribution, document creation, special projects, answering & directing calls, and maintaining electronic and paper files.
• Maintain and update lease renewal spreadsheet and ensure renewal proposals are mailed out prior to expiration in partnership with company policy for residents without email.
• Coordinate meeting room space and ensure they are clean and available for future meetings and maintain cleanliness of the office space.
• Provide COI requirements for vendors, contractors, and tenants; upon receipt verify insurance coverage is adequate.
• Work with Accounts Payable and process invoices as needed
• Manage and order company-branded apparel and business cards for staff.
• Provide general office support such as ordering and maintaining office supplies, kitchen items, and coordinating with IT department on various needs
• Maintain and organize company telephone lists, and general organization
• Oversee maintenance of the office and equipment; provide a safe, clean, and organized office space.
• Manage company phone system; troubleshoot when needed.
• Manage On-call updates and calendar.
• Provide excellent communication and customer service to both external and internal customers with ability to communicate effectively in person as well as via telephone and email.
• Complete assigned tasks in an accurate, thorough, and timely manner when asked.
• Other duties as assigned.

Qualifications Required:

High School diploma or equivalent.

Minimum 3 years of administrative experience.

Experience in multi-family administration preferred.

Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook.

Demonstrate excellent customer service skills

Always upholds the highest level of ethical behavior & integrity

Preferred Skills

Excellent written and verbal communication skills

Ability to multi-task

Strong organizational skills; must be detail-oriented

Open to change and willing to learn new skills.

Ability to meet deadlines

Discretion and accountability

Working Conditions:

Approximately 95% in office environment using computer & phone

Valid Driver’s License

Ability to carry or move objects weighing up to 30 pounds

All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.

Job Type: Full-time Mon-Thur. 8am-5pm & Friday 8am-3pm