Administrative Assistant- Part Time

Essential Duties And Responsibilities

• Counsels conducts all business in accordance with company policies and procedures, state and federal laws; e.g., Title VII issues, ADA, Fair Housing, OSHA, Fair Credit Reporting Act and all other laws associated with the industry.
• Personnel Management
• Aids the Property Manager with the coordination of all site specific aspects of payroll including the management of employee timecards.
• Aids the Property Manager with the implementation and/or enforcement of all Human Resources related tasks and policies.
• Financial
• Collects rents and other fees and prepare deposit package for the Property Manager – or make the deposit, as requested.
• Updates all rents, deposits and other fees received into One Site, on a daily basis.
• Aids with issuing appropriate notices when necessary (late fees, eviction notices, returned check memos, etc.).
• Enters A/P into One Site and submit packages to corporate office.
• Regulatory (designated properties only)
• Aids with the certification process by sending notices, third party verification, the conduction of resident questionnaire interviews, and assembling resident certification files.
• Office Management
• Performs clerical and other office management tasks, as assigned.
• Reports issues and/or problems to the Property Manager.
• Works with other staff in such a manner as to maintain a cordial and efficient environment.
• Serves as receptionist, answers telephones, greets residents and guests, distributes parking stickers, assists with laundry tickets, etc.
• Is familiar with and be able to utilize assigned facets of the One-Site software.
• Aids with coordination of special events or social activities at the site.
• Maintains records and ensure proper handling and filing of correspondence, vendor files, and warranties, certificates of insurance and other office-related documents.
• Maintenance
• Obtains work orders from residents and enter into One Site; distribute to maintenance staff.
• Responds to emergency requests, immediately, and report the emergency to the Property Manager and/or Maintenance, as needed.
• Aids the Property Manager with procurement of supplies.
• Monitors turnover of units.
• Inspects the property and apartments, as assigned; document inspections.
• Marketing/Admissions
• Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act and Fair Credit Reporting Act and other laws related to leasing.
• Aids with maintaining the waiting list, as requested.
• Aids with outreach marketing, as requested.
• Aids with market surveys; shop competition.
• Welcomes and shows property to prospective applicants, as requested.
• Prepares leasing packets.
• Aids with move-in tasks, as requested.
• Resident Services
• Aids with orientation of new residents.
• Fosters and maintains positive resident relations and excellent communications with resident.
• Responds to resident questions, complaints, concerns and suggestions.
• Relates to the Resident Council representatives in a positive manner.
• Owner and Community Relations
• Attends scheduled meetings with Owner and/or agent.
• Projects a positive community image for the owner and building.
• Safety
• Reports all liability and property incidents to the Property Manager immediately.
• Report all work-related accidents/injuries immediately to the Property Manager in accordance with company policy guidelines.
• Aids in the completion of any pertinent safety checklists with maintenance staff.

Qualifications

• High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.
• Two years’ experience in responsible clerical or assistant position.
• Ability to understand and implement compliance regulations; read and review reports and a wide variety of correspondence.
• Willingness to take direction and guidance.
• Ability to effectively communicate with a diverse population and group of personalities.
• Ability to work in a fast-paced, multi-faceted and customer service-oriented environment.
• Ability to work as a team, interact with others in a professional/pleasant manner and exercise problem-solving skills.
• Ability to apply principles of logical thinking or define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Ability to utilize basic math skills.