Description

Position Summary:

Provides clerical, computer and project support to the Leasing Department. Duties include a wide variety of administrative/clerical functions requiring handling multiple projects or activities at once.

Duties & Responsibilities

Primary Responsibilities/Essential Functions:

1. Performs general clerical duties including but limited to filing, photocopying, faxing, typing, and data entry. Sorts and distributes internal and external mail. Answers and screens incoming phone calls, takes messages, and fields/answers routine and non-routine questions. Greets, assists and directs visitors. May respond to written customer correspondence as assigned.
2. Verifies information on rental applications and submits to credit for approval. Prepares leases and associated documents and coordinates the lease signing with appropriate parties. Submits completed paperwork and all rent checks received to accounting.
3. Responds to reports of maintenance needs and tenant requests. Works with internal departments to ensure work orders are appropriately directed, dispatched and tracked to ensure a high level of member/guest satisfaction. Inspects apartments prior to move-in for needed cleaning or repair. Walks apartment with new tenant to receive sign-off of inspection sheet.
4. Maintains assigned calendar and schedules appointments, apartment tours, meetings, and department activities.
5. Maintains neat, accurate files, records and reports. Keeps accurate roster of tenants, parking spaces, and storage lockers. Uses property’s computer systems to enter data into leasing department software, build spreadsheets, send email, create and modify documents, generate reports, conduct research, etc.
6. Reviews incoming bills such as electrical and furniture rental. Determines charges to be billed to tenants and prepares bills. Prepares final move out charges and submits to Accounting.
7. Resolves member/guest complaints within scope of authority, otherwise refers the matter to management. Notifies supervisor and/or Security of all unusual events, circumstances, missing items, or alleged theft. Notifies management of any problems resulting from member/guest complaints, intoxication or disruptive behavior.
8. Follows all safety policies and procedures. Reports potential safety issues to manager whenever observed and takes immediate action to resolve in emergency situations. OSHA laws require the use of Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety. Team Members will be trained in the proper use and care of assigned PPE if applicable. The property provides the required PPE. Team Member has responsibility to report defective, damaged or lost PPE or equipment that does not fit properly to their Manager. Maintains strict compliance with property's Hazardous Material (HAZMAT) program and familiarizes self with current MSDS.
9. Reporting to work as scheduled (on time and on regular basis) is an essential function of the job.

Other Responsibilities/Supportive Functions:

1. Assists Director of Leasing with special or daily projects as assigned such as coordinating tasks, disseminating information, and assisting with organization of events.
2. Orders office supplies as needed.
3. Notifies management of unsafe conditions, needed maintenance of any rooms or equipment and any accidents.

Note:  This job description is not intended to be all-inclusive. Team Members may perform other related duties as required to meet the ongoing needs of the organization. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.

Qualifications

Qualifications (relevant experience, education and training):

1. No formal education required.
2. 6 mos. prior office administration experience or general clerical experience desired.
3. Basic knowledge of luxury apartment service standards, member/guest relations and etiquette desired.
4. Must have excellent customer service/communication skills to work with member/guests of various social, cultural, economic and educational backgrounds for the purpose of resolving problems/complaints and providing a high level of member/guest satisfaction.
5. Requires ability to perform basic math skills such as addition, subtraction, multiplication and division.
6. Requires good working knowledge of Microsoft Office applications and ability to learn and operate other property computer systems.
7. Requires attention to detail. Must be able to solve problems and remain calm and alert if dealing with difficult member/guest, during busy activity periods or in an emergency.
8. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must be able to speak, read, write and understand English to understand instructions, safety rules, and communicate with member/guests.
9. Able to work independently with minimal guidance and as part of a team.
10. Due to the cyclical nature of the industry, Team Members may be required to work varying schedules to reflect the business needs of the business. Work schedules will include working on holidays, weekends and alternate shifts.
11. Must maintain a clean appearance and professional demeanor.
12. Completes all required training as scheduled.

Special Skills & Abilities/Mental and Physical Demands:

While performing the duties of the job the Team Member regularly sits for sustained periods of time and frequently stands and walks from one area of the property to another while completing tasks. While performing the duties of the job the Team Member frequently uses fingers to enter data into computer or operate office equipment. The Team Member frequently grasps objects. The Team Member frequently reaches by extending hand(s) and arm(s) in any direction. The Team Member occasionally stoops and crouches. The Team Member constantly talks when communicating with current or potential clients and staff. The Team Member constantly needs to hear voices while interacting with others while performing the job. Many aromas and smells are present throughout the property. Balance is often required to prevent falling when walking, standing while moving or carrying materials. The Team Member occasionally pushes and pulls materials or equipment. Lifting is occasionally required when performing administrative duties. Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force constantly to move objects such as files and office materials/equipment. The Team Member is required to have close visual acuity to prepare and analyze data and figures and view a computer terminal. The Team Member is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.

The Team Member is primarily subject to environmental conditions found working inside. The Team Member is occasionally subject to loud noise (or music) when working in or around the property. The Team Member is subject to hazards that include proximity to electrical current found in office related equipment. The Team Member is occasionally subject to atmospheric condition such as fumes, odors, or dusts.