Adminstrative Assistant

Job Purpose:   To work with the Property Manager in the general administration of the property and perform all related business and accounting functions.     

Qualifications:

• Team player with a positive outgoing personality and strong commitment to employer.


• Professional manner, honest character and work at fast pace while maintaining accuracy. 


• Detail oriented with strong organizational and computer skills.


• Interacts well with senior management team as well as other associates.

Duties and Responsibilities:

Administrative, Accounting & Technology Applications

• Assist in collection of rents and preparation of receipts.  Deposit all receipts prior to bank closing each day.  Update on a daily basis all rents, deposits and application fees received by residents.  Issue appropriate collection notices when necessary. 


• Maintain resident, vendor and the general office files (written and computer).


• Update daily reports on occupancy and provide information to Property Manager. 


• Participate in the FAS process (Final account statement for previous residents). 


• Assist in typing monthly reports.


• Order supplies within established budgeted guidelines, following purchase order procedures. 


• To know and adhere to all federal, state and local laws, as well as all policies and procedures of our company.

Communications

• Answer all incoming phone calls with enthusiasm and handle accordingly.


• Maintain courteous communication with the residents, applicants and representatives of other companies.


• Coordinate and type all mailings and communications to residents, including any communication necessary to target residents throughout their lease period. 

        Resident Relations

• Welcome and show property to prospective residents, qualify, determine needs and preferences, professionally present community and specific apartments while providing features and benefits that result in the standards for closing ratios. 


• Accept service requests from residents and route to maintenance for prompt processing. 


• Correctly complete all lease applications, assist with application verification and notify prospective resident of results. 

Leasing and Property Management

• Complete all lease paperwork, including related addendums. 


• Maintain and supervise a lease renewal program following the property and management company guidelines and goals. 


• Ensure that the office, fitness center, clubhouse, models and “market ready” vacants are in perfect condition.  Contact cleaning service if additional cleaning is required.

• Physically inspect property when on grounds, pick up littler and report any service needs to maintenance staff. 


• Inspect move-outs and vacancies when Property Manager is unable.  Play an active role in turnover scheduling – schedule appropriate vendors during make-ready process. 


• Take part in weekly office sales meetings to review property activity.    


• Participate in generation of Weekly Traffic Report and be able to complete Weekly Traffic Report in absence of Property Manager.


• Any and all other duties as assigned.

Marketing

• Make maximum effort to set appointments for viewing apartments to all telephone prospects. 


• Participate in company Top PR Program.


• Conduct market surveys.  Shop competition.  Constant awareness of neighborhood market conditions and trends.  Contribute ideas to Property Manager for marketing the property and improving resident satisfaction.


• Maintain a current resident demographic profile.