What are the responsibilities and job description for the Administrative Assistant position at Dolan Homes?
Benefits:
- 401(k)
- Competitive salary
- Health insurance
- Paid time off
Administrative Assistant Position in a mobile home community in Egg Harbor Twp NJ
Responsibilities
- Tenant communications - correspondence with tenants to address questions and concerns, provide information, answers phone calls and emails professionally and delegates tenant’s requests such as maintenance requests, repairs, etc.
- Lease Agreements - understands Lease Agreement in each community to ensure compliance, make changes to Lease, prepare new Leases for existing and new tenants, ensure tenants are in compliance with Lease Agreements
- Lot inspections, friendly letters, emails - lot inspections/photos taken of lot to compare with Lease Agreement and inform tenants of work to be completed to the exterior of home and lot to comply with lease and uphold community standards
- Notices to Cease - understands preparing notices to tenants for severe or repeated Lease violations
- Notices to Quit, Tenancy Complaints, Abandonment Actions, Eviction process - understands legal process in sending notices to attorney’s offices, understands eviction process, communicating with legal staff, managing deadlines for notices and following up to ensure either resolution or escalated action
- Rent, Habitual Late Payments, Delinquency Reports, Non Payment Complaints - understands processing rent, tracking tenant late payments, creating and assessing appropriate notices based on timelines of late/non-payment, legal, understands online payment system to assist tenants in creating accounts/updating payment info etc. sending online payment instructions
- Emails - proficient in corresponding through email, ensuring emails are sent to the right person, using valid email addresses in tenant records, attention to detail in email content and subject lines/subject matter
- Using Google Workspace - proficient in Google Workspace; Gmail used for emails, Google Drive used for tenant files, community files, tenant documents and templates, Google Photos for lot inspections, Google Sheets for spreadsheets, directories, comparables, Google calendar for business events, scheduling, following up on notices, etc. using Google cell phone for taking photos and communicating through text messages
- Phone Calls - Answers phone calls professionally and understands what information to provide to tenants or those interested in the community, business partners, etc.
- Updating Tenant Information - Understands how to update tenant files, directories, all tracking spreadsheets, notes, notices, etc.
- Rent Manager - Understands how to navigate rent manager to track rental payments, document tenant information, send mass emails, review active applications for new residents, previous tenants, preparing reports (delinquency, rent roll, etc)
- Office Skills - Understands use of copier/scanner, certified mailing procedures, preparing letters to tenants/business partners, organize paper files and construction files, printing labels, organizational skills, attention to detail, use of GoTo app for text messages
- Maintenance Requests - recording maintenance requests for tenants, understanding what can and cannot be completed by maintenance, communicating with maintenance staff by creating work orders/maintenance requests and following up on completed items, preparing prices for Landlord’s review, creates estimates and assesses charges to tenants account once confirmed
- Marketing/Sales - Understands procedures for purchasing a home in the community, details of home listings, assists tenants in listing homes for sale by providing necessary information/procedures as required by the Lease Agreement, assists walk-in interested buyers in describing process, understands lot fee, follow up phone calls for people who leave voicemails, inquire through zillow, complete the pre-qualifying questionnaire, schedules and provides tours of available homes and has knowledge of the Lease Agreement and manufactured homes for questions during tours
- Rent Increases - Understands rent increase procedures, prepares notices for tenants in each community, preparation of lease renewal/changes to lease or rules and regulations, understanding of assessing new rent to tenants accounts in rent manager including effective dates, updating each tenant’s file with the updated notice of rent increase and new rules, understands mailing procedures for each community, preparation of tenant signatures, etc.