Wage may be adjusted based on previous experience.

Position Summary:

This position is ideal for a candidate with some prior property management experience, including Section 8, RD, LIHTC and HOME. Working knowledge of One-Site or BostonPost Software preferred. Successful candidate should have the ability to work independently within a fast-paced environment. Strong math, organizational and multi-tasking skills are a must. Must hold a valid driver’s license and have the ability to pass a routine criminal background check and physical.

In addition to being responsible for the accounts receivable process as it relates to rent collection and damage fee collections, the Rent Clerk/Receptionist provides clerical support for the administration of our properties including answering telephones, greeting tenants and visitors, typing, filing and preparation of reports. The Rent Clerk/Receptionist is responsible for maintaining a low percentage of delinquent rents and damage balances at all times

Essential Job Functions:

1. Ability to maintain a good working relationship with all levels of personnel and all tenants.

2. Maintain a positive attitude, be polite, kind and courteous to residents and other staff, maintain confidentiality, and above all else be a team player.

3. Ability to add, subtract, multiply, and divide in all measures, using whole numbers, common fractions, and decimals.

4. Ability to understand programmatic regulations and compliance guidelines passed down through local, state, and federal agencies.

5. Ability to work independently.

6. Ability to read and follow written and oral instructions.

7. Complete and submit timely legible required records and paperwork.

8. Demonstrated competency with Microsoft Office, One-Site, BostonPost or other property management software.

9. Ability to accept responsibility and account for his/her action.

10. Trait of being dependable and trustworthy.

11. Ability to utilize available time to organize and complete work within given deadlines.

12. Ability to work at a sustained pace and produce quality work.

13. Ability to maintain confidentiality.

14. Use all safety equipment required to do the job safely.

15. Use all office equipment in the manner it is intended for.

16. Return office equipment to their proper location.

17. Bring any issues immediately to the Executive Director or Finance Director.

18. Keep safety as a #1 priority. Successful job performance depends on attention to safety issues.

19. Maintain a neat, orderly and well-organized personal office space and assist with the whole office condition as well.

20. Adheres to company policies, rules and regulations

Essential Duties and Requirements:

1. Collects and records rental payments as received. Responsible for cashing up at the end of each day and depositing locked bags to all applicable banks.

2. Prepares delinquency lists on the 6th, 12th, 15th, 22nd and the last day of the month. Prepares delinquent rent notices for mailing and/or delivery. Secures delivery person if applicable. Follows up with personal outreach to tenant regarding status of rent payment.

3. Responsible for delinquent rental agreements prior to the 14th of the month and for assuring all agreements are kept current. All others must be approved by the Executive Director.

4. On the 14th of the month reviews and prepares list of delinquencies for review by the Executive Director prior to creating monthly notices of termination. List will include details regarding contact or outreach to tenant as well as the status of rent payment or damage payment. Responsible for preparing and delivering evictions.

5. Records, collects and pursues other receivables such as tenant damages. Follows damage collection procedures including the preparing of any required lease violation letters as well as notices of terminations in the event of non-payment.

6. Records support service housekeeping/trash/recycle charges as received. Sends invoices as necessary and pursues collection of any outstanding balances.

7. Prepares rent collection material for staff traveling to other properties to collect rents and signatures.

8. Maintains the petty cash bag and as needed, reconciles the petty cash fund and requests reimbursement from the finance department. Brings to the attention of the Executive Director or Finance Director and problems or discrepancies with the petty cash reconciliations. Tracks the signing out and timely return of the company gas card(s).

1. Welcomes visitors, applicants, etc. in a professional and courteous manner at all times. Determines nature of business and connects individual with appropriate staff member.

2. Answers the telephone in a courteous manner and takes messages, transfers calls to voice mail, or refers calls to other employees or departments as appropriate.

3. Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Separates emergency, urgent and general/routine work order requests notifying appropriate personnel as needed. Contacts tenants for maintenance entry, or to communicate maintenance information.

4. Schedules move-out inspections.

5. Receives and distributes applications for housing. Assists in answering telephone inquiries and conveying accurate rental information. Maintains a positive, upbeat attitude towards “selling” our apartments and services.

6. Receives, opens, sorts and routes incoming mail, faxes, internal memos and other to appropriate personnel as received.

7. Updates telephone lists, cat permission lists, vehicle information and air conditioner permission lists as needed or at least monthly. Pursues with tenant any missing information. Distributes to appropriate personnel.

8. Contacts delivery people for tenant letter distribution when needed.

9. Write property wide tenant notices or other tenant correspondence as assigned.

10. Orders office supplies and postage in a timely fashion.

11. Responsible for the filing of miscellaneous tenant correspondence, maintenance inspections, chron and other miscellaneous correspondence.

12. Other duties include but are not limited to:

• Maintaining key closet. Reviewing records for prompt return of keys. Pursues collection of keys signed out by residents.
• Collects and reviews timecards daily assuring all are present including on-call forms and employee alteration sheets as needed. Bi-weekly gives organized payroll material to the Director of Maintenance for his review.
• Monthly organizes calls slips and produces the monthly outstanding call slip and reasonable accommodation requests providing them first to the Director of Maintenance for his review followed by submission to the Executive Director.
• Annually assists with updating, circulating and collecting snow and grounds contracts. Assists with other bidding processes as needed.
• Shares in the responsibility of maintaining the overall appearance of the office and waiting area.
• All other job assignments or such duties as assigned or requested by the Executive Director or their designee.

Essential Physical Requirements and Working Conditions:

1. Ability to sit/stand for long periods of time 0-8 hours and/or use of computer.

2. Ability to lift up to 25 pounds.

3. Ability to use eyes, hands, fingers, walk, stand or reach to perform general office and typing/computer duties.

4. Frequent walking or standing, climbing stairs.

5. Full-time in person position, 40 hours per week. No overtime.

6. Office environment, low to moderate noise or public traffic.

Job Type: Full-time

Pay: From $38,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 1 year

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

License/Certification:

• Driver's License (Preferred)

Ability to Relocate:

• Orono, ME 04473: Relocate before starting work (Required)

Work Location: In person