Agency Assistant Jobs in Oregon (NOW HIRING)

JOB SUMMARY:  Responsible for conversion of telephone and walk-in prospects to leases, resulting in maintained and increased occupancy, and the inherent responsibility to effectively communicate to existing residents and establish a successful renewal program. 

Responsibility for weekly/monthly reports to include receiving and posting of rents, with additional responsibility to assist the On-site manager with the coordination of day-to-day activities of the development, in accordance with the standards established by Quantum Residential. Assist in maintaining office clerical, filing and record keeping systems. Identify and strive to meet the resident’s needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein.  Additional duties or job functions may be required as deemed necessary by supervisory personnel.

Marketing:

• Respond effectively to telephone inquiries to generate prospective resident visits to the property. 
• Show and demonstrate apartments, utilizing sales skills to demonstrate market ready product and availability to close prospects. 
• Follow-up with prospective residents.
• Monitor telephone and walk-in traffic at property via guest cards and traffic logs.
• Walk model tour route and opens models daily to ensure quality presentation.
• Obtain lease information and complete lease applications. Conduct required credit and reference checks. Set up and maintain lease files.
• Conduct periodic market surveys, as requested.
• Encourage resident retention by contacting all residents on renewal report that are not currently on lease.

Lease Administration:

• Perform move-in inspections with new residents.
• Review Welcome packet with new resident in a timely manner.
• Maintain legal records/files.
• Input daily activity on daily and vacancy reports.

Assist with resident relations:

• Prepare and process resident service requests.
• Assist with resident problems and complaints concerning rent payments, service requests, etc.
• Assist with preparation of newsletters and promotion flyers.
• Assist with the planning of community activities and events.

Accounting policies and procedures:

• Collect, record & deposit rental payments, application fees, security deposits, etc.
• Maintain account records and journals and make bank deposits.
• Help to prepare weekly and monthly reports as required.
• Help to prepare legal action for evictions, as necessary.

Affordable (if applicable)

• Assist Manager with complying in a timely manner to all regulatory agencies and investors.
• Assist with administrative and building operations are in compliance with the regulatory agencies.
• Assist with conducting initial certifications, annual re-certifications, rent increases, and utility allowances, in accordance with the LIHTC and HUD guidelines.
• Assist in preparing applicable sites for Management and Occupancy (MOR), REAC, Housing Quality Standards (HQS), regulatory agencies, investor audits, and inspections.

Other tasks as assigned.

SUPERVISORY RESPONSIBILITIES:  Reports directly to the on-site manager. In absence of manager, supervises and schedules maintenance and on-site personnel. Works with property manager, administrative division staff, staff members of other developments, outside vendors and service providers.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE: 

• High school diploma or general education degree (GED)
• Two years related experience in property management/training preferred.
• or equivalent combination of education and experience.

OFFICE EXPERIENCE:  Proficient in MS Office, particularly email (both the desktop version and web based), word, and excel; knowledge of office management systems and procedures, excellent time management skills, ability to multi-task and prioritize work.  Attention to details and problem-solving skills.

LANGUAGE SKILLS:  Ability to read and interpret documents such as emails, utility billings, financial documents, instructional documents, rental agreements, and procedure manuals.

MATHEMATICAL SKILLS:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages. 

REASONING ABILITY:  Ability to add and subtract numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to handle or feel and reach with hands and arms. The employee frequently is required to walk, climb, or balance, and talk or hear. The employee is frequently required to sit; stoop, kneel, and/or crouch. The employee must frequently lift and/or move up to 25 pounds and, on rare occasions, move more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is rarely exposed to outside weather conditions. The employee is occasionally exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; and risk of electrical shock. The noise level in the work environment is usually moderate.

• May require the need for frequent shifting of priorities and deadlines. 
• Must have a valid driver’s license and valid liability insurance.
• May require use of personal vehicle.
• May require overtime to meet deadlines.
• May require out-of-town travel to conferences.