Administrative Assistant

Golden West Management is seeking a self-motivated, highly organized Administrative Assistant who can assist with the day to day property management and administrative duties for the assigned office portfolio. You will be called upon to assist the Senior Manager in making timely property management decisions with regard to leasing, maintenance, and a multitude of Tenant/Landlord requests; all within the guidelines of GWM standard operating procedures.

The administrative assistant position is the backbone of each office. Without a congenial disposition, attention to detail, ability to multi-task, and expert organizational skills, the office work flow for all team members can easily fall behind and out of sync.

• Cellular Telephone with email receiving capabilities and professional voicemail
• Submit to criminal background and credit check as well as verification of references
• Conduct all real estate activities in accordance with the Local, State & Federal Real Estate laws and guidelines.
• In accordance with GWM SOP’s, assist in the day to day operations of the assigned office portfolio
• Oversee and maintain organization and proper distribution of all documents and files
• Maintain excellent communication standards between GWM and clients/customers.
• Assist staff in solving complex Landlord/Tenant and Property issues.
• Carry out any additional tasks as assigned by Portfolio Manager or Senior company personnel.
• Ensure all legal or Administrative complaints are forwarded to the Broker in a timely manner.
• Focus on the tracking and reporting of Portfolio Key Principle Indications (KPI’s):
• Leasing and Renewal
• Unit Vacancy & Property Turnover
• Management Fee collection

• Office Support
• Assist the Office Manager in day to day office tasking and organization.
• Assist the Property Manager in Landlord-Tenant updates and client service.
• Assist the Leasing agent in Tenant screening, placement & move-in process.
• Coordinate with Headquarters staff including Maintenance and Accounting department to solve both basic and complex day to day issues.
• Answering Phone Calls
• Screen all calls and pass along messages to the appropriate staff member.
• Answer base level questions from prospective Tenants inquiring about available property.
• Disbursing Notices and Messages
• Assist manager in sending and tracking all notices.
• Assist manager in coordinating, scheduling & tracking all turnover repairs.
• Assist manager in sending and tracking all HOA and Lease Violation Notices.
• Tenant files – updated with all pertinent information including leases, applications, walk-thrus, notices, appropriate documents.
• Owner files – updated with all pertinent information including management contracts, property profiles, W-9, year-end statements, and conversation log.
• Organize and maintain GWM operational files.
• Rent Collection
• Assist Property Manager in rent collection duties
• Rent Roll and small balance tracking
• Initial leasing fee and security deposit collection
• Data Accuracy
• Keep an updated Tenant and Owner contact information file
• Keep an updated Employee contact information file
• Data accuracy should be maintained both with paper and electronic files
• Assist with listing properties and passing along the appropriate information for properties for rent or for sale.
• Utilize company property management software to conduct all Tenant/Landlord/Employee records.
• Use Appfolio to update all Landlord and Tenant user portals in order to give updated information regarding notices and violations of the property.
• Stay current and educated on Appfolio updates and system tools.
• Maintenance and Repairs
• Assist maintenance in ordering and following up on all repair requests.
• Assist manager in tracking outstanding turnover/maintenance items.
• Assist manager in making sure Landlords are kept abreast of all major issues pertaining to their property with respect to turnover and violation notices.
• Assist in monthly property inspection scheduling.
• General maintenance and upkeep of the office space.
• Mail collection from the post office box.
• Manage office inventory and ordering process.
• Kitchen clean up and morning/afternoon prep/take down.