Administrative Assistant

Description

Basic Function: 

Assist the Community Manager and Maintenance Supervisor in oversight of the property, to ensure a safe and habitable place to dwell. Assist in duties related to the administration of the communities required as outlined below. Some or all duties may not be assigned, others not listed may be required/added. Responds to requests by the Area/Community Manager in a timely fashion. Maintains high standards of conduct following all policies and procedures outlined in the employee handbook. 

Payroll:

Part– time position. Prefer daily work schedule (M-F), but will be flexible. Hours may be changed as required. Compensation is on an hourly basis, with performance and salary reviewed annually (typically in the second quarter). 

Key Goals:

• Maximize resident retention by providing excellent customer service and follow-up
• Maintain property’s emergency and risk management plan
• Maintain good record keeping system
• Reduce liabilities, both physical and financial 

Relationships:

• Reports directly to Community/Area Manager
• Maintains positive relations with residents, team members and vendors
• Maintains supportive relations with community, fire and police 

Description of Responsibilities and Typical Work Activities: (Not limited to:)

Maintaining the Physical Asset

• Ensures all contractors insurance certificates are in place
• Notify Maintenance Supervisor and Area/Community Manager of reported maintenance problems

Marketing and Leasing

• Assist Community manager in leasing units quickly and efficiently following approved occupancy guidelines (found in HUD 4350.3 handbook/RD 3560) and our tenant selection plan). Vacancies should be filled within 30 days from move-out (or less whenever possible).
• Maintain and update waiting list. 
• Conduct resident interviews for initial occupancy or unscheduled/scheduled recertification process. 
• Assist with file maintenance
• Assist in performance of move-in, annual and move-out inspections
• Coordinate preparation of vacant units with Maintenance Supervisor and Community/Area Manager based on move-in dates
• Answer phone or in person rental inquiries

Tenant Management

• Record all service requests upon receipt
• Maintain work orders in software program
• Provide polite and helpful interaction with residents
• Assist manager with delivery of lease violation notices, late rent notices, receipts
• Assist with general correspondence
• Enter rent payments in software

Administration

• Assist Community Manager in performing her/his duties and fill in as required during absence of Community Manager