Administrative Assistant- Part Time

About the Role

This position is primarily responsible for assisting the Property Manager in effectively managing all office and administrative tasks of the assigned property.

Responsibilities

• Conducts all business in accordance with company policies and procedures, state and federal laws (e.g., Title VII, ADA, Fair Housing, OSHA, Fair Credit Reporting Act).
• Personnel Management
  • Assists the Property Manager with coordination of site-specific payroll tasks, including management of employee timecards.
  • Assists with implementation and enforcement of Human Resources policies.
• Financial
  • Collects rents and other fees; prepares deposit packages for the Property Manager or makes deposits as requested.
  • Updates all rents, deposits, and fees into One Site daily.
  • Issues appropriate notices (late fees, eviction notices, returned check memos, etc.).
  • Enters accounts payable into One Site and submits packages to the corporate office.
• Regulatory (designated properties only)
  • Assists with the certification process, including sending notices, third-party verification, conducting resident questionnaire interviews, and assembling resident certification files.
• Office Management
  • Performs clerical and office management tasks as assigned.
  • Reports issues or problems to the Property Manager.
  • Maintains a cordial and efficient work environment with other staff.
  • Serves as receptionist: answers telephones, greets residents and guests, distributes parking stickers, assists with laundry tickets, etc.
  • Utilizes assigned facets of the One-Site software.
  • Assists with coordination of special events or social activities at the site.
  • Maintains records and ensures proper handling and filing of correspondence, vendor files, warranties, certificates of insurance, and other office-related documents.
• Maintenance
  • Obtains work orders from residents and enters them into One Site; distributes to maintenance staff.
  • Responds to emergency requests immediately and reports emergencies to the Property Manager and/or Maintenance as needed.
  • Assists the Property Manager with procurement of supplies.
  • Monitors turnover of units.
  • Inspects the property and apartments as assigned; documents inspections.
• Marketing/Admissions
  • Ensures adherence to Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and other leasing-related laws.
  • Assists with maintaining the waiting list as requested.
  • Assists with outreach marketing and market surveys; shops competition.
  • Welcomes and shows property to prospective applicants as requested.
  • Prepares leasing packets.
  • Assists with move-in tasks as requested.
• Resident Services
  • Assists with orientation of new residents.
  • Fosters and maintains positive resident relations and excellent communication with residents.
  • Responds to resident questions, complaints, concerns, and suggestions.
  • Relates to Resident Council representatives in a positive manner.
• Owner and Community Relations
  • Attends scheduled meetings with the 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.
  • Reports all work-related accidents/injuries immediately in accordance with company policy.
  • Assists in completing pertinent safety checklists with maintenance staff.
• Attendance
  • Must be punctual and timely in meeting performance requirements, including attendance standards and work deadlines.
• Competencies
  • Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations.
  • Technical Skills: Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
  • Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; meets commitments.
  • External Working Relationships: Develops and maintains courteous and effective working relationships with clients, vendors, and external representatives.
  • Cost Consciousness: Works within approved budget; develops and implements cost-saving measures.

Qualifications

• High school diploma or GED; or one to three years of related experience and/or training; or equivalent combination of education and experience.
• Ability to read and comprehend simple instructions, short correspondence, and memos; write simple correspondence; effectively present information in one-on-one and small group settings.
• 2 years’ experience in a responsible clerical or assistant position.
• Ability to understand and implement compliance regulations; read and review reports and correspondence.
• Must be willing to take direction and guidance.
• Must effectively communicate with a diverse population and group of personalities.
• Must work in a fast-paced, multi-faceted, customer service-oriented environment.
• Must work as a team, interact professionally, and exercise problem-solving skills.
• Must apply principles of logical thinking to define problems, collect data, establish facts, draw valid conclusions, and initiate appropriate action.
• Must utilize basic math skills.
• Oral Communication: Speaks clearly and persuasively; listens and seeks clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Written Communication: Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; reads and interprets written information.
• Must adapt to changes in business practices with minimal or no advance notice, without diminishment in work performance.
• Responsible for observing safety and security procedures and reporting unsafe conditions to management.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

• Regularly required to stand; frequently required to sit.
• Occasionally required to climb or balance, stoop, kneel, crouch, or crawl.
• Must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 100 pounds.

Work Environment

The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

• Occasionally exposed to toxic or caustic chemicals.
• Noise level in the work environment is usually moderate.