System Management Assistant Jobs (NOW HIRING)

A family-owned and privately held property management company, First Realty Management has more than 70 years of experience with the industry knowledge to match. We combine the resources of a large company with the personal touch and attention to detail of a small, local firm.

At the core of it all, our talented employees are what make us stand out above the rest. While we perform as a top-tier property management company, we strongly emphasize our close-knit, family-owned foundation. Professional growth is encouraged through a commitment to educational advancement and opportunities to learn from industry thought leaders. We create a sought-after community atmosphere by recognizing and celebrating those who go above and beyond. And above all else – we always put our team members first.

Full-time position available, for a Management Assistant reporting to the Property Manager in Roslindale. This individual will be the first point of contact for all site management staff and residents. The ideal candidate will have excellent customer service, communication, multitasking, and marketing skills.

Provides superior customer service to residents by assisting them with site services such as but not limited to:

• Parking assignments and parking issues.
• Assisting with move-ins, getting keys, and prepping other materials needed.
• Responsibilities include telephone reception, initiating work orders, filing, correspondence, etc.
• They will also assist in the coordination of rental activities and address residents' general concerns.

Provides superior customer service by:

• Answering telephones, directing incoming calls appropriately, taking messages, and assisting callers whenever possible.
• Greeting and assisting all visitors to the management office.
• Taking maintenance service requests and following up with maintenance staff to ensure completion when necessary.
• Taking resident complaints and handling matters according to guidelines established by a property manager.

Supports the site management office in an administrative capacity by :

• Maintaining resident files, lists, and other resident-related data.
• Collecting and processing rent checks and preparing rent receivables reports.
• Preparing memos, letters, reports, and other documents.
• Completing guest cards.
• Scheduling various services and inspections relating to building and apartments; Coordinating and communicating with residents when applicable.
• Utilizing systems such as MS Office applications, Avid, Entrata.

Ensures the efficient operation of the management office by:

• Ordering office supplies, maintaining postage machines, and arranging office equipment repairs.
• Working with other staff members to ensure the management office maintains a professional appearance and environment.
• Assuming additional responsibilities and assisting co-workers when necessary.

Other Job Functions:

• Assists with the processing of rental applications.
• Helps facilitate resident activities and parties.
• Other duties as assigned; must be flexible and willing to work on various administrative tasks, such as parking pass distribution, vendor letter management, etc.

• Excellent resident relations, customer service, and telephone skills.
• General Office Skills.
• Good communication skills, both verbal and written.
• Strong organizational skills and attention to detail.

Abilities:

• Ability to work on simultaneous tasks calmly and effectively.
• Interest and ability to interact with other people effectively.
• Interest and ability to learn.

Knowledge of:

• Microsoft Word and Excel required; Experience with Avid and Entrata preferred.
• Business English and letter format.

Experience:

• Prior work experience in an office environment.
• Will be required to cover the Management Office in the Property Manager's absence.
• This position requires strong resident relations, along with the ability to work effectively with a wide variety of individuals.
• Strong knowledge of computer applications such as Word, Excel, etc. is essential.
• Must be able to organize priorities effectively and have excellent attention to detail.
• The ability to multi-task is essential.
• The schedule is Monday - Friday, 9 a.m. - 5 p.m.

• Sign-on bonus.
• Paid Vacation, Holidays, PTO/Personal leave.
• 401(k) plan.
• Health, Vision, and Dental Insurance.
• Life Insurance, Short & Long Term Disability.
• Flex spending accounts & Transportation expense accounts.
• Opportunity for professional growth and development.

An EOE/ Veterans/Disabled Employer: If you need an accommodation to apply due to a disability or protected veteran status, please contact HR at 617-423-7000 ext. 3772