Administrative Assistant

Description

StuartCo, founded in 1970, represents a diverse array of market-rate and affordable apartment and townhome options in popular urban and suburban locations. We also offer student housing and senior housing campuses.

StuartCo is focused on building a workforce that is diverse and inclusive. If you’re excited about this role but do not meet all the qualifications listed above, we encourage you to apply. We review all applications.

Riverview at Upper Landing is looking to hire a Front Desk Administrator to join their team in Saint Paul, MN. As a Front Desk Admin, your job will be to assist and support the Property Manager, Assistant Property Manager, and office staff in conducting duties and performing responsibilities related to managing multi-family properties.

Working Hours

Typically: Flexible, 30-40 Hours a week. The schedule is flexible within the office hours of 9:00 am - 5:00 pm Monday - Friday. An opportunity to Lease apartments is available in this role on Saturdays each week, 10:00 am - 5:00 pm.

Benefits: Health, Flexible Spending Account, Dental, Vision, Life, ADD, LTD, STD, Critical Illness, Accident and 401(K).9 Paid Holidays

Generous PTO accruals

https://www.stuartco.com/careers 

Job Responsibilities and Duties

Essential Responsibilities

Resident services:

• Handle resident concerns and assist residents with related issues, problem-solving, etc.
• Record maintenance requests. 
• Prepare and coordinate special activities for residents. Prepare property newsletter and calendar.
• Handle daily deliveries and packages for residents. 
• Check the Resident Portal daily for work orders and reservation requests, update Yardi with completed work orders, and make follow-up phone calls.

Prepare for resident move-in:

• Arrange for garage, storage locker, keys, and other items as needed. 

Prepare for resident move-out:

• Ensure the vacate form is completed, delivered, signed by all parties involved, and returned. 
• Schedule and/or conduct move-out inspections. 

Administrative responsibilities:

• Using established P.O. procedure, order, purchase, and/or pick up supplies as needed. 
• Maintain resident telephone, storage, parking, and/or other lists.
• Answer telephones as required.
• Type letters and memos from drafts accurately and quickly.
• Order office supplies, and coffee supplies, and maintain café coffee stations.
• Maintain Property Information books and binders.
• Create and maintain forms and spreadsheets.
• Ensure filing is completed daily. 
• Maintain office and business center inventory and supplies. 
• Provide vendors with keys.
• Weekly elevator signage updates. 
• Print Preventative Maintenance orders from Yardi and distribute them to the maintenance department each month.
• Assist maintenance with organizing work orders and special projects.

Leasing Responsibilities (leasing responsibilities vary from site to site depending on staffing configuration):

Other Responsibilities

• Assist with all aspects of property management and maintenance as necessary, i.e., snow removal, cleaning, etc.
• Inspect common areas and grounds regularly.
• Sell stamps, light bulbs, and other items; make changes, deliver packages, and provide other services for residents.
• Attend staff meetings as required.
• Maintain and safeguard confidential information.
• Maintain a high level of customer service.
• Remain flexible, receptive, and adaptive to change.
• Understand and apply basic principles of good housekeeping and safety.
• Perform other related duties as requested by the supervisor.
• Send One Call Now messages as directed by the property manager.
• Program entry FOBS.
• Maintain records for tanning service.

Job Standards

• Property management, leasing, customer service, and/or supervisory experience preferred.
• Working knowledge of Microsoft Word and Excel.
• Knowledge of basic accounting practices.
• Knowledge of basic building maintenance procedures.
• Ability to organize and prioritize work projects.
• Ability to maintain re