Administrative Assistant

Position Summary: 

• The Administrative Assistant in Asset Management provides comprehensive administrative and operational support to the asset management team, ensuring efficient workflow and organizational effectiveness. 
• This role involves maintaining records, assisting with data entry and reporting related to investment portfolios and asset performance. 
• The ideal candidate is highly organized, detail-oriented, and capable of working in a fast-paced, confidential environment. 
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Job Qualifications and Knowledge Requirements: 

• High school diploma or GED required. 

• Experience in an administrative, clerical, or customer service role, preferably in housing programs or government agencies. 

• Proficiency in Microsoft Office (Word, Excel, Outlook) and housing management software. 

• Strong organizational skills and attention to detail. 

• Ability to handle confidential information with professionalism and discretion. 

• Excellent verbal and written communication skills.

 • Ability to multitask and work independently in a fast-paced environment. 

• Ability to collaborate with other administrators and support personnel, management and clients on a regular basis. 

• Ability to write professionally, using proper spelling and grammar. 

• Strong customer service skills, with the ability to interact effectively with diverse populations. 

Specific Job Duties and Responsibilities: 

• Maintain accurate and up-to-date records of insurance policies, claims, endorsements, renewals, and related documentation

 • Organize physical and digital filing systems in compliance with regulatory standards 

• Review incoming documents for completeness, accuracy, and compliance with underwriting or claims guidelines

 • Log, scan, and index client documents (applications, certificates, claims forms, policy binders) into internal systems 

• Track and update policy issuance, renewals, and cancellations in coordination with underwriters or brokers 

• Perform regular audits to verify file accuracy and completeness 

• Ensure version control for updated or amended documents 

• Maintain a document control register and ensure updates are traceable

 • Ensure all document handling practices comply with insurance regulatory requirements and internal audit standards 

• Manage access permissions to confidential client data and insurance records 

• Support internal audits by retrieving and organizing requested documents

 • Liaise with underwriters, agents, adjusters, and clients to obtain missing or updated documents 

• Distribute finalized insurance documents (e.g., declarations, certificates of insurance) to appropriate parties

 • Notify appropriate staff of expiring policies, renewals, or missing documentation

 • Support digital transformation initiatives by digitizing and archiving paper-based records 

• Generate standard and custom reports for management using Excel or in-house tool