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.

Core duties and responsibilities include the following. Other duties may be assigned.

• Assists the Property Manager with the coordination of all site specific aspects of payroll including the management of employee timecards.
• Assists the Property Manager with the implementation and/or enforcement of all Human Resources related tasks and policies.

• Collects rents and other fees and prepares deposit package for the Property Manager – or makes the deposit, as requested.
• Updates all rents, deposits and other fees received into One Site, on a daily basis.
• Assists with issuing appropriate notices when necessary (late fees, eviction notices, returned check memos, etc.).
• Enters A/P into One Site and submits packages to corporate office.

• Assists with the certification process by sending notices, third party verification, the conduction of resident questionnaire interviews, and assembling resident certification files.

• Performs clerical and other office management tasks, as assigned.
• Reports issues and/or problems to the Property Manager.
• Works with other staff in such a manner as to maintain a cordial and efficient environment.
• Serves as receptionist, answers telephones, greets residents and guests, distributes parking stickers, assists with laundry tickets, etc.
• Is familiar with and be able to utilize assigned facets of the One-Site software.
• Assists with coordination of special events or social activities at the site.
• Maintains records and ensures proper handling and filing of correspondence, vendor files, and warranties, certificates of insurance and other office-related documents.

• Obtains work orders from residents and enters into One Site; distributes to maintenance staff.
• Responds to emergency requests immediately, and reports the emergency to the Property Manager and/or Maintenance, as needed.
• Assists the Property Manager with procurement of supplies.
• Monitors turnover of units.
• Inspects the property and apartments, as assigned; documents inspections.

• Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act and Fair Credit Reporting Act and other laws related to leasing.
• Assists with maintaining the waiting list, as requested.
• Assists with outreach marketing, as requested.
• Assists with market surveys; shops competition.
• Welcomes and shows property to prospective applicants, as requested.
• Prepares leasing packets.
• Assists with move-in tasks, as requested.

• Assists with orientation of new residents.
• Fosters and maintains positive resident relations and excellent communications with resident.
• Responds to resident questions, complaints, concerns and suggestions.
• Relates to the Resident Council representatives in a positive manner.

• Attends scheduled meetings with Owner and/or agent.
• Projects a positive community image for the owner and building.

• Reports all liability and property incidents to the Property Manager immediately. Report all work-related accidents/injuries immediately to the Property Manager in accordance with company policy guidelines.
• Assists in the completion of any pertinent safety checklists with maintenance staff.

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

• Intellectual
  • Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations.
  • Technical Skills – Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Interpersonal
  • Customer Service – Manages…