Position Type: Full time
State: VA
City: Arlington
Zip Code: 22203

Overview

AvalonBay Communities, Inc., an equity REIT, has a long-term track record of developing, redeveloping, acquiring and managing distinctive apartment homes in some of the best U.S. markets, and delivering outsized, risk-adjusted returns to shareholders. With equal parts experience and vision, we’ve established a leadership position rooted in our purpose of creating a better way to live and that is always focused on building value for the long term.

Creating a better way to live is the purpose that binds AvalonBay associates. We take that purpose seriously and expect you will as well. By focusing on collaboration, innovation, and taking ownership of our choices and actions, we act in ways that focus on creating value for our customers, investors and associates. Your positive, professional, and consistent personal interactions make AvalonBay a great place to work.

The Role

Summary of Job Description: Performs various administrative duties to support the operations of the headquarters facility including operating the receptionist desk and mail/fax room, ordering supplies, and coordinating technical support for copiers and other office equipment. In addition, the facilities assistant supports the onboarding and offboarding of associates.  

Essential Job Functions:

Essential Duty    
1    Answers telephone and directs caller to the appropriate associate or voicemail. Forwards voice messages left in the general mailbox to the appropriate associate. Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.    
2    Greets and directs visitors. Coordinates with building lobby attendant regarding visitor information and access. Maintains inventory of temporary Kastle fobs and coordinates activation/deactivation with Facilities Manager.    
3    Coordinates all front desk activities to include overnight deliveries, catering service deliveries, and other vendors that require access to the office. Facilitate compliance with health safety protocols pertaining to visitors and vendors.    
4    Receives and sorts incoming mail and overnight packages. Coordinates the pick-up and delivery of express mail services. Scans appropriate items received at headquarters intended for regional offices and distributes via email distribution.    
5    Receives, scans, and secures incoming payments made by check.      
6    Processes outgoing USPS and UPS letters and packages. Assists other associates with the use of the mailroom and fax equipment.    
7    Maintains and oversees the Amazon Hub package locker system.    
8    Coordinates vendor services that support the headquarters office operations, such as coffee and snack program supplies, office supplies, shred services, office equipment maintenance, paper/ink and mailroom supplies, 1st Aid supplies, off-site storage, etc. Processes all Facilities-related and HR-related invoices via Workday. Researches billing issues and follows up as necessary.    
9    Assists with onboarding/offboarding of new/departing associates including distribution/collection of building security cards and parking passes.    
10    Assists with associate parking program. Distributes parking hangtags to new monthly parkers.    
11    Participates in the office Evacuation Team program by operating as an Assembly Location Monitor.    
12    Prepares and maintains front desk guidebook/manual.    

Non-Essential Functions:
All other tasks as assigned by the manager.

Requirements:  

•    A high school diploma or equivalent (GED) plus two years of experience in an administrative support role in a large corporate company required.
•    Attention to detail is key, along with demonstrated ability to multitask in a fast-paced work environment.
•    Strong understanding of the importance of maintaining and processing confidential and sensitive information with a sense of urgency.
•    Excellent communication skills including written and verbal communication.
•    Strong technical skills including MS Office Suite.  Experience with additional software, such as Workday, preferred.
•    Customer service mindset with a genuine desire to help your team, your colleagues, and office guests.
•    Ability to collaborate effectively across all departments and with associates at all levels within the organization.

Physical Demands: 
•    Works effectively in a fast-paced environment.
•    Accomplishes responsibilities through the use of computers and technologies.

How AvalonBay Supports You

Additional Info

AvalonBay is proud to be an equal opportunity employer and is committed to an inclusive and diverse work environment free of discrimination and harassment.  We believe that in order to achieve our purpose of creating a better way to live, we must recruit, develop and retain associates with a wide range of backgrounds, experiences and perspectives and create an environment that encourages all voices to be heard, understood and appreciated. With this we know we can do great things.

AvalonBay makes employment decisions without regard to a person’s race, ethnicity, color, religion, sex, national origin, sexual orientation, gender identity, pregnancy (including childbirth, lactation or related medical conditions), age, physical or mental disability, genetic information (including characteristics or testing), citizenship status, military or veteran status, or any other status protected by the law.

For California residents, if you elect to apply to AvalonBay you accept the AvalonBay California Personnel Privacy Notice (https://www.avaloncommunities.com/california-personnel-privacy-notice/)

Job ID JR104982