Administrative Assistant I - Move-In

About the Role

Working closely with the Office Manager, the Administrative Assistant I – Move-in is responsible for maintaining the occupancy rates and minimizing the vacancy rates of the Residential properties managed by the Company.

Responsibilities

• Performs tasks at the direction of the Office Manager.
• Reviews vacancy listings ensuring accuracy.
• Works closely with the Move-out team to ensure vacant properties are rent-ready, creating and managing work orders as needed.
• Interfaces with leads and applicants to provide an enjoyable application process.
• Works with property Showing Representatives to schedule viewings.
• Initiates processing of all tenant applications within 24 business hours.
• Presents completed tenant applications to owners.
• Facilitates the signing of new leases and onboarding process with new tenants.
• Ensures proper communication logs and reports within the Company’s management system.
• Works independently with little supervision in the completion of assignments and tasks.
• Establishes and maintains a customer-oriented focus, communicating politely and effectively with, and in front of, customers.
• Works as part of a team with supervisors and co-workers.
• Generates work orders and works with owners and vendors to follow them to completion.
• Demonstrates ability to understand financial goals and operate properties in the best interests of the owners.
• Generates necessary legal action, documents, and processes in accordance with State and Company guidelines.
• Represents the Company in a professional manner at all times.
• Prepares and implements procedures and systems within Company guidelines to ensure orderly, efficient workflow.
• Complies with all applicable state, federal, and local laws related to the responsibilities of the position, including landlord-tenant laws.
• Participates in the employee rotation of the after-hours emergency phone line.
• Travel as required.
• Performs any other duties assigned.

Other Functions

• Enforces Company policies and safety procedures.
• Regularly updates job knowledge by participating in educational opportunities, reading professional publications, maintaining professional networks, and participating in professional organizations.

Mental and Physical Demands

• Experiences frequent interruptions; required to meet inflexible deadlines.
• Requires concentration and attention to detail; requires a high level of organizational and prioritization skills.
• May occasionally deal with distraught or difficult individuals.
• Requires ability to maintain absolute confidentiality of information received.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods.
• Dexterity and precision required in the operation of a computer.

Qualifications

• Commitment to the Company’s mission.
• High school diploma or GED.
• Additional education and/or training is preferred.
• Proficient in use of Microsoft Office (Excel, Word, PowerPoint).
• Excellent verbal and written communication skills.
• Self-motivated with strong organizational, multi-tasking, planning, and follow-up skills.
• Ability to work independently as well as in a team environment.
• Ability to present self in a professional manner and represent the Company image.
• Demonstrated leadership and project success are expected.
• Ability to work in a fast-paced environment.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.
• Self-motivated, punctual, detail-oriented, and able to work independently.
• Must have excellent organizational and interpersonal skills.
• Current Class C Driver’s License with a clean driving record.

Supervisory Responsibilities

This position does not have any supervisory responsibilities except as may be assigned from time to time.