Description

JOB DESCRIPTION

POSITION: Maintenance Coordinator /Administrative Assistant 

REPORTS TO: Condo, Manager

HOURS: Monday-Friday: 8AM – 4:30PM

I. POSITION SUMMARY

He/she is expected to display a strong commitment to company goals, values, and the success of Ardent Communities. Provide excellent Customer Service to new and existing residents. Under the immediate direction of the Division Manager.

II. ADMINSTRATIVE 

­ Respond to phone and e-mail messages in a timely fashion. 

­ Adhere to Fair Housing Laws and company policies.

­ Assist the Manager in the daily operation of the Condo Division as necessary.

­ Maintain an organized system for accurate record keeping including resident files, marketing information, maintenance records, contracts, inspections and correspondence. 

­ Process rental applications, prepare lease documents and schedule and assist in lease signing. 

­ Assist in the communication between the Home Owners Associations and residents. 

­ Help to handle any concerns and or problems that arise within the division. 

­ Other duties assigned by the Property Manager, Regional Manager, President of Ardent.

­ Notify residents of lease & HOA violations and fines.

­ Assist apartment communities who lease condos with any needs regarding to the condo communities. 

­ Help to develop and keep updated a Condo Division Handbook. 

­ Process the Notices and send information to residents. 

­ Inform home owners of HOA violations and fine.

­ Inform residents of Utility shut off notices and fines

­ Process Move Out notices and send resident reminders. 

­ Coordinate the lock boxes for move outs. 

­ Update RLL & utilities for Move outs

­ Help with resident events

IV. MAINTENANCE/PROPERTY APPEARANCE

­ Document all maintenance request calls on the appropriate forms. 

­ Schedule work with all contractors to prepare vacancies for rental and complete other miscellaneous projects

­ Make final preparations on ready vacancies prior to resident move-in date.

­ Help to coordinate daily activities of the Maintenance personnel to ensure proper response to maintenance requests, preparation of vacancies and the overall quality of the community appearance.

­ Coordinate resident requests with maintenance in a efficient way. 

­ Write scope of work to obtain bids for property projects.

­ Acquire competitive bids for refurbishments as directed. 

­ Help to inspect the property on a regular basis to ensure proper upkeep.

­ Assess vacant units prior to renting to meet Ardent’s standards.

­ Communicate with RSC’s on sites

V. MARKETING 

­ Prepare a quarterly Newsletters for communities. 

­ Update web-sites and marketing tools used to market rentals and other services offered by the condo division. 

Requirements

Admin Experience 

High School Diploma 

Rental Industry Experience 

Full-Time Employee

Microsoft Proficient 

Valid ID

Reliable Vehicle