SUMMARY
This position is primarily responsible for providing administrative and operational support to the Property Manager/ Community Association Manager/ Residential Portfolio Manager. Primary duties include coordinating tenant relations, service requests, vendor communication, and office administration. The role assists with basic financial tasks such as invoice coding and preliminary budget preparation, with financial oversight and decision-making retained by the manager.
BENEFITS:
- Medical, dental, and vision insurance for the employee at no cost to the employee
- Additional medical plan options available at a small monthly cost
- Employee responsible for monthly premiums for additional dependents
- Health Savings Account (HSA) available depending on medical plan selection. Company contributes monthly ($150/ employee or $300/employee+)
- LTD, STD, and life insurance for the employee at no cost to the employee
- Minimum of 160 hours (20 days) of PTO
- Most federal holidays are observed; the employee’s birthday is observed as a holiday
- Guaranteed salary raises every year, depending on CPI
- Up to 4% bonus every year, depending on previous year’s performance
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Core duties and responsibilities include the following. Other duties may be assigned.
Provide full administrative support, including but not limited to answering phone calls and routing callers to the correct individual when necessary, typing reports, filing, and distributing correspondence.
Order and maintain office supplies and arrange for equipment maintenance.
Assist in preparing and coordinating bid proposals and service contracts. Independently solicit routine bids for standard vendor services under manager's oversight.
Maintain PO system including renewing standing orders.
Prepare documents for meetings and other key events.
Greet scheduled visitors and conduct to appropriate area or person.
Maintain security card administration including records.
File and maintain organized system for documents and paperwork.
Assist with and complete miscellaneous tasks and special projects. Identify process improvements in property operations and implement approved changes.
Review invoices for accuracy, resolve discrepancies directly with vendors, and recommend payment approval.
Assist with preparation of preliminary budgets and financial forecasts for manager review.
Code and approve invoices using YARDI budgeting software for approval by immediate supervisor.
Assist with preparation of monthly report as needed.
Manage the property work order system to ensure tenants’ service requests are responded to and taken care of in a professional and timely manner.
Independently resolve tenant issues within defined parameters; escalate complex issues to the supervisor as appropriate.
Prepare routine correspondence with tenants, owners, and clients.
Manage correspondence across multiple properties if applicable.
Assist with tenant inquiries/concerns, communications, and manage public relations. Develop and recommend tenant engagement initiatives to improve retention and satisfaction.
Promote and foster positive relationships with tenants and owners. Plan and implement tenant relations programs and events.
Handle property inquiries and violations as well as basic rental agreements. Address unit owners/tenants' requests, comments, and concerns. Ensure compliance with lease terms and governing documents; recommend enforcement actions to management.
Assist with setup of new contractors, request copies of invoices when necessary, and respond to vendor accounts payable questions.
Schedule and coordinate meetings or special events as required.
SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.
