Administrative Assistant- Part Time

Summary

This position is primarily responsible for assisting the Property Manager in effectively managing all office/administrative tasks of the assigned property by performing the following duties.

• Conduct all business in accordance with company policies and procedures, state and federal laws (Title
  
  VII, ADA, Fair Housing, OSHA, Fair Credit Reporting Act, etc.).
• Personnel Management:
  Assist the Property Manager with payroll coordination, employee timecard management, and enforcement of HR policies.
• Financial:
  Collect rents and fees, prepare deposit packages, update One Site, issue notices (late fees, eviction, returned checks), enter A/P into One Site and submit to corporate office.
• Regulatory (designated properties only):
  Assist with certification process – send notices, third‑party verification, conduct resident questionnaire interviews, assemble certification files.
• Office Management:
  Perform clerical tasks, report issues to Property Manager, maintain cordial and efficient environment, serve as receptionist (answer phones, greet residents, distribute parking stickers, assist laundry tickets), utilize One‑Site software, coordinate special events, maintain records and file vendor documents.
• Maintenance:
  Obtain work orders, enter into One Site and distribute to maintenance staff, respond to emergencies, procure supplies, monitor unit turnover, inspect property and apartments.
• Marketing/Admissions:
  Ensure adherence to Fair Housing, ADA, Fair Credit Reporting Act; maintain waiting list, outreach marketing, market surveys, welcome/apply applicants, prepare leasing packets, assist move‑in tasks.
• Resident Services:
  Orient new residents, foster positive relations, respond to resident concerns, collaborate positively with Resident Council.
• Owner and Community Relations:
  Attend scheduled meetings, project positive community image.
• Safety:
  Report incidents, assist safety checklists, report work‑related accidents immediately.

Must be punctual and timely, meeting attendance standards, deadlines, and scheduled breaks.

• Intellectual
  • Problem Solving – identify and resolve problems timely, analyze information, develop alternative solutions.
  • Technical Skills – assess strengths/weaknesses, pursue training, build knowledge, share expertise.
• Interpersonal
  • Customer Service – manage difficult customers, respond promptly, solicit feedback, meet commitments.
  • External Working Relationships – develop and maintain courteous relationships with clients, vendors, and external stakeholders.
• Organization
  • Cost Consciousness – work within budget, develop cost‑saving measures.

This job has no supervisory responsibilities.

• High school diploma or GED, or 1–3 years related experience/training, or equivalent combination.
• 2 years’ experience in a responsible clerical or assistant position.
• Ability to understand and implement compliance regulations, read/review reports and correspondence.
• Willingness to take direction and guidance.
• Effective communication with diverse populations.
• Ability to work in a fast‑paced, multi‑faceted, customer‑service environment.
• Teamwork and professional interaction.
• Problem‑solving skills, logical thinking, data collection, factual conclusions, action initiation.
• Basic math skills.
• Oral & written communication skills.
• Adaptability to changing business practices.
• Observance of safety and security procedures.

High school diploma or GED; or 1–3 years related experience and/or training; or equivalent combination.

Read and comprehend simple instructions, short correspondence, and memos. Write simple correspondence and present information in one‑on‑one or small group situations.

• Handling fast‑paced work environment.
• Ability to work as a team and exercise problem‑solving.
• Apply principles of logical thinking to define problems and initiate action.

• Stand regularly; sit frequently; occasionally climb, balance, stoop, kneel, crouch, crawl.
• Regularly lift/move up to 10 pounds; frequently up to 25 pounds; occasionally up to 100 pounds.

• Occasional exposure to toxic or caustic chemicals.
• Moderate noise level.