Administrative Specialist -Inspections Department

LMG Technology Services - Houston, TX

Full-time - Entry Level

Houston, TX

1-10 employees

Administrative and Support Services

About the position

The Administrative Specialist in the Inspections Department at LMG Technology Services LLC is responsible for providing comprehensive administrative support to ensure the efficient operation of the department. This role involves managing various tasks such as scheduling inspections, maintaining records, and providing excellent customer service to clients and the public. The position requires strong organizational skills and the ability to handle multiple responsibilities effectively.

Responsibilities

• Greet visitors and receive telephone calls, routing them to the appropriate team member(s).
• Receive, log, sort, and distribute forms, letters, and other documents.
• Check Inspection department fax machines regularly for documents and distribute them accordingly.
• Receive completed inspection reports from Inspectors, review for accuracy, and ensure data entry into the Elite system.
• Establish and maintain systems to contact and schedule client or landlord actions.
• Document and adjust schedules for appointments and inspections as requested.
• Compose routine correspondence including letters, memoranda, and reports.
• Coordinate with the HCVP Department Administrative Assistant for procurement of supplies and services.
• Maintain an adequate inventory of office supplies for the department.
• Open, stamp, sort, and route daily mail, faxes, and files.
• Develop and manage departmental filing system, including purging files.
• Maintain various systems, records, files, reports, and documents accurately and timely.
• Manage day-to-day activities of the department to ensure efficient workflow.
• Keep Elite system files accurate and up-to-date; make routine and complex data processing entries.
• Assist in preparation of operating budgets and reports.
• Receive complaints from residents and the general public, resolving them or making referrals.

Requirements

• High school diploma or GED required.
• Administrative or Secretarial training in a licensed business school or other accredited institution.
• Two (2) years of related secretarial work experience in an administrative office.
• Bilingual in Spanish, Vietnamese, or Mandarin is a plus.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Ability to type accurately at a minimum speed of 35 words per minute.
• Knowledge of laws, regulations, and policies governing Houston Housing Authority's Voucher programs.

Nice-to-haves

• Failed Owner Self Certification (FOSC) preferred.
• Housing Choice Voucher Housing Quality Standards (HQS) Certification preferred.

Benefits

• Competitive salary range of $37.8K - $47.9K per year.