Administrative Assistant (Resale)

Job Overview

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Responsibilities

• Manage and coordinate the administrative process for unit rentals, renewals, and property resales in accordance with the Association’s governing documents and established procedures.
• Receive, review, and process rental, lease renewal, and resale application packages for completeness and required documentation.
• Communicate application requirements, procedures, fees, and timelines to owners, prospective residents, real estate agents, title companies, and other involved parties.
• Verify that required documents, identification, leases, purchase contracts, fees, and supporting information have been submitted prior to processing.
• Cover background screenings and other required application review processes.
• Prepare completed application packages for management and/or Association review and approval, as applicable.
• Maintain direct and professional communication with the Board of Directors regarding rental and resale applications, approval requirements, pending matters, and any issues requiring Board review or direction.
• Maintain accurate records of owners, tenants, lease terms, move-in and move-out dates, and pending transactions.
• Track lease expiration dates and follow up regarding required renewals or updated occupancy documentation.
• Cook up move-in and move-out scheduling and communicate community requirements, including elevator reservations, deposits, access procedures, and moving restrictions.
• Cook up requests related to certificates of approval, approval letters, and other Association documentation associated with rentals and resales.
• Cook up with property management, accounting, front desk, access control, and security teams to ensure resident and ownership records are updated.
• Respond to inquiries from owners, tenants, prospective purchasers, real estate professionals, and title companies in a timely and professional manner.
• Maintain organized electronic and physical files for rental and resale transactions.
• Monitor pending applications and transactions to ensure timely follow-up and completion.
• Aid management with reports related to rental activity, lease expirations, unit ownership changes, and occupancy records.
• Maintain confidentiality of applicant, owner, tenant, and transaction information.
• Provide professional customer service while consistently applying the Association’s established policies and procedures.
• Perform additional administrative and operational duties related to rentals, resales, and resident records as assigned by management.

Skills & Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

No supervisory responsibilities.

Additional Information

• Schedule: Monday-Friday 8:00am – 5:00pm

What We Offer

• Full comprehensive benefits to include your choice of multiple medical plans, dental, and vision.
• Time off benefits, paid holidays, and a 401k with company match.
• Occasional travel may be required to attend training and other company functions.
• Compensation: $20.00 per hour

Disclaimer Statement

• This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.