Operations Specialist

Job Title:  Operations Specialist

JOB SUMMARY:  Provides administrative support to ensure efficient operation of the properties and office.  Supports Regional Portfolio Manager(s) and site employees through a variety of tasks related to organization and communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein.  Additional duties or job functions may be required as deemed necessary by supervisory personnel.

• Responsible for answering and directing phone calls to the appropriate department
• Responsible for logging into and distributing messages from the phone system
• Responsible for the front desk – greet visitors, ascertain needs, and direct to the appropriate department/person
• Responsible for incoming mail – date stamp and distribute
• Responsible for outgoing mail – weekly mailing to the properties (if needed)
• Responsible for ordering office supplies for the Home Office, including kitchen and paper supplies
• Provides customer service for tenant relations by returning phone calls/emails and either resolving the issue or directing them to the appropriate person
• Responsible for maintaining community information in the Shared files (owner list, general community information, phone list, etc.)

• Responsible for tracking and renewing the following:
  • Broker licenses/CPM/IRMS for RPMs
  • Communities business licenses
  • Community pool licenses/permits
  • Community elevator permits/inspections
• Responsible for researching property invoices
• Responsible for setting up and distributing onboarding boxes
• Responsible for ordering name tags, badges, and business cards
• Responsible for ordering clocks and entry stickers
• Responsible for ordering & distributing labor law posters as needed
• Assists with property/portfolio events
• Assists with narratives – proofreading, research, etc.
• Open property credit accounts as needed/remove unauthorized personnel/close accounts when communities go offline (i.e. ePremium, HD Supply, office supplies, etc.)
• Assists with various reporting to ownership and agencies such as OHC packets, max rent reporting, and annual Multifamily Surveys
• Misc. administrative duties as needed

SUPERVISORY RESPONSIBILITIES:  This job has no supervisory responsibilities.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

• High school diploma or general education degree (GED)
• One to two years related experience and/or training
• or equivalent combination of education and experience.

OFFICE EXPERIENCE:  Proficient in MS Office, particularly email (both the desktop version and web based), word, and excel; knowledge of office management systems and procedures, excellent time management skills, ability to multi-task and prioritize work.  Attention to details and problem-solving skills.

LANGUAGE SKILLS:  Ability to read and interpret documents such as emails, utility billings, financial documents, instructional documents, rental agreements, and procedure manuals.

MATHEMATICAL SKILLS:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.

REASONING ABILITY:  Ability to add and subtract numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to handle or feel and reach with hands and arms. The employee frequently is required to walk, climb or balance, and talk or hear. The employee is frequently required to sit; stoop, kneel, and/or crouch. The employee must frequently lift and/or move up to 25 pounds and, on rare occasions, move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is rarely exposed to outside weather conditions. The employee is occasionally exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; and risk of electrical shock. The noise level in the work environment is usually moderate.

Salary : $26 - $30