Administrative Assistant, Windham Heights s

Position Overview

Vesta Management is hiring an affordable housing experienced, results driven, customer service focused Administrative Assistant to support operations at Windham Heights Apartments in Willimantic, CT
. The ideal candidate will have proven experience in an apartment community office and outstanding customer service skills.

• Medical, dental & vision insurance
• Company matched 401(K)
• Paid time off
  - Vacation, sick, floating holidays
• 12 additional paid holidays
• Tuition Reimbursement
• Pet Plan Pet Insurance
• Employee Assistance Program
• Long & Short-Term Disability Insurance
• AND MORE

The Administrative Assistant provides various administrative functions. In most cases, they are the first point of contact for all visitors and all calls for the property. They greet visitors, offer direction, and provide information. They answer all incoming calls, determine the purpose of the call, and forward calls to appropriate personnel with utmost professionalism and courtesy. They are responsible for scheduling appointments and assisting office personnel with clerical work and other office duties.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Answer and direct all incoming calls to the appropriate team member. When the appropriate team member is unavailable, ensure proper follow up.
• Relieve management of administrative detail with all projects, phones, faxes, filing, typing, and mailings.
• Secure all required applicant and resident signatures, for administrative processes.
• Maintain documentation and filing procedures and systems in accordance with Vesta’s SOP.
• Keep a running list of needed supplies and order as necessary.
• Greet, introduce, welcome and convey benefits of the property to prospective residents and visitors.
• Foster a positive, active and collaborative relationship with team members, prospects, residents, communities, vendors and associated agencies.
• Assist leasing to schedule application intakes, interviews, processing and preparation of applications, and their distribution.
• Assist with and attend resident retention initiatives (i.e., resident functions, promotions, monthly newsletters, etc.).
• Assist with property-issued communications/notices (i.e., bad weather, emergency, etc.).
• Consistently maintain property rules and regulations in accordance with property-based programs, Vesta’s SOP as well as all state, federal and/or local laws.
• Assist in the achievement of property financial goals.
• Maintain accurate record of all resident transactions issuing resident receipts as necessary.
• Receive, review, and route incoming mail, and ensure that invoices and other time sensitive materials are processed.
• May assist in collection, depositing and posting of rental deposits, rent and late fees/charges etc. as assigned.
• Process information in property management software regularly, i.e.., work orders, certifications, deposits and all pertinent resident documentation.
• Report to management community appearance/ curb appeal, and unsafe conditions.
• Input all work order and service requests, in Yardi and communicate to maintenance.
• Responsible for keeping reception area clean with professional surroundings.
• Monitors visitor access.
• Other duties as assigned.

• Excellent interpersonal skills; strong verbal communication skills.
• Able to work independently; self-motivated, takes initiative.
• Able to multitask and prioritize efficiently.
• Ability to determine varying nature of calls/issues and identify the priority level.
• Accepts responsibility and accountability.
• Honest and trustworthy; displays integrity.
• Professional, in appearance and action.
• Shows adaptability.
• Organized and detailed.

Required

Education & Experience:

• HS diploma or equivalent
• 2 years of related experience; to include data entry, data processing, and skills in Microsoft office and property management software
• Experience in a property management or apartment community preferred
• Successful completion of a background check and drug screening required.
• Valid Driver's License and clean driving record required.
• Bilingual in English/Spanish strongly preferred

Vesta is an Equal Opportunity/Affirmative Action Employer. Vesta has an ongoing commitment to a diverse workplace free of discrimination and harassment. Vesta recruits, hires, trains, and promotes individuals in all job titles without regard to any protected characteristic, including but not limited to race, color, creed, religion, ancestry, sexual orientation, genetic information, national origin, age, sex, physical or mental disability, being a disabled veteran, veteran of the Vietnam era, or other eligible veteran, or any other protected category under any state or Federal laws.

At Vesta, we are committed to a fair and equitable workplace