Description

The Administrative Assistant supports Managers, Regional Managers, Regional Vice Presidents, and / or properties in the performance administrative functions.

The position requires excellent customer service skills in communication with customers, coworkers, and / or residents and property staff.

Incumbent is expected to have excellent attendance and communication skills, possess the ability to build lasting business relationships, and exhibit professionalism.

Essential Job Duties and Responsibilities :

• Provide Accounts Payable support for all Operations Personnel as needed
• Process Reserve Request for all assigned Properties based on site requirements every quarter unless specific properties demand otherwise
• Prepare and submit financial reporting to owners and other agencies / affiliates / syndicators / investors as required and specific to each individual property
• Annually assists Operations Personnel with budgets as needed
• Accompany Operations Personnel to new properties and assist with new takeovers and lease ups as needed
• Provide administrative support to Operations Personnel
• Assist Operations Personnel with incoming calls and message distribution
• Comply with Customer Care policy / procedures when fielding resident and / or vendor calls
• Coordinate travel plans for Operations Personnel as needed
• Assist other Administrative Assistants as needed
• Assist in compiling / formatting responses to auditing agencies or reports as requested / needed
• Other miscellaneous duties as requested
• Report to Regional Vice Presidents any credit card statements that have not been processed by the 20th of each month
• Assist in utility set up / transfer for new / existing properties as needed
• Provide a monthly summary to Regional Manager / Assistant Regional Manager regarding property reporting requirements to include Team Meeting Notes, Walk Notes, Unit Inspections, or any other reports required from the property
• Maintain an updated distribution list for assigned portfolio for monthly / quarterly / annual financial reporting
• Meet with Regional Manager / Assistant Regional Manager quarterly to review financial reporting contact list
• Provide welcome letter to all new administrative employees outlining support division roles and contact information
• Train new property managers on monthly reporting items on operations calendar
• Train Managers on entering invoices
• Process property invoices as needed and directed by Operations Personnel

Knowledge Skills and Abilities (KSAs) :

• Operate Office Equipment computer, adding machine, copier, scanner
• Basic knowledge of Word, Excel, Onesite and RealPage Accounting
• Work under multiple time constraints
• Must have a government issued state ID, or valid driver’s license if required by Management based on location / property of business needs

Education and Experience :

• High School diploma or equivalent
• One to two years’ experience in property management preferred
• Two years’ office environment and clerical experience

Physical Demands :

• Ability to read, write, compute basic math
• Work with a computer for a minimum of seven hours daily either standing or sitting
• Must be able to perform physical activities such as, but not limited to, sitting, standing, bending, twisting, climbing stairs, or walking
• Flexibility and ability to travel, at times, extensively and on short notice
• Communicate effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company

Last updated : 2024-04-29