Administrative Office Coordinator

Job Description: Description: Job Responsibilities: - Follows administrative directives and implements management procedures for the administration of the housing project in accordance with the applicable government agency/agencies prerequisites. - Maintain daily office hours (as determined with home office management) for the purpose of accepting new applications, directing and following up on maintenance requests, conducting resident interviews or meetings, addressing resident complaints or issues. Unless extenuating circumstances, the Community Manager or the Assistant Community Manager must be available during daily office hours (both cannot be scheduled off at the same time). - All time sheets are to be e-mailed to the main office no later than 10 a.m. on Monday morning. Original time sheets should be signed and mailed each Monday. Community Manager is required to sign time sheets to verify the accuracy of the listed hours. - Manager and staff are required to abide by Fair Housing Laws and 504 Compliance. - Attend and successfully pass examination of required governmental training seminars and/or conferences, as appropriate for the project or as requested by main office. Attend any additional necessary seminars and/or conferences relevant to new governmental regulations for the project. As directed by Supervisor, apply new regulations to the project and/or tenants. - All move-in paperwork, the last 3 years certification paperwork and all other communications, like lease violations, should be in the “working” file. All other paperwork should be maintained in a separate, easy to locate, file. No documents should be discarded without prior written permission of a Supervisor in the main office. - Maintain up-to-date files by unit. All information in on-site files should correspond exactly to home office files. Files should at all times be able to pass inspection and be in the order as noted on the checklist form. - Collect monthly rent and other charges owed by tenants and make timely deposits, daily if necessary. Required documentation should be sent to Accounting immediately after entering the information in Classic. - Responsible to charge tenant accounts and pursue collection of payment for tenant related expenses in accordance with lease and or house rules such as lockouts, NSF checks, damages to property, etc. - Prepare and submit monthly check requests for tenants who are to receive a utility reimbursement. - Post all Quit Notices for non-payment of rent, material non-compliance of the Lease Agreement and/or other violation(s) of the Lease Agreement. If necessary, file Landlord-Tenant Complaint with local legal offices to remedy tenant violations. Attend all hearing and/or eviction proceedings and present District Justice with any documented information relevant to the Lease Agreement violation(s) of the tenant in question. If granted possession of unit, file further legal notices to implement lock-out procedures and gain final possession of unit. - Proceeding with eviction for any household for anything other than non-payment of rent must be discussed and approved by Main Office Supervisor. - Submit a Past Due report to Community Manager and main office by the 25th of the month. Notations should be made indicating what action has been taken to collect the balances listed. - Market property in compliance with the approved Affirmative Fair Housing Marketing Plan. Copies of all advertising and/or mailings to local organizations, etc. should be kept for future review. Manager should be able to produce all documents for a given year when requested. - Control project expenditures and adhere to budget. Expenditures over and above those approved in the budget are not permitted and must be authorized by Director of Finance or Supervisor. Expenditures over $1,000.00 require three (3) bids and approval from Supervisor or Director of Accounting. Manager may be requested to obtain bids for work valued under the $1,000.00 required limit. Director of Finance will determine on a case-by-case basis the level at which a Manager has spending authority. Routine property-related contracts such as waste removal, lawn care, etc. should be reviewed at least every 2-3 years and new bids obtained for review. - Responsible to review and prepare all vendor invoices for payment by home office using the appropriate forms provided by the Accounting Department. By submitting the invoice for payment, this position has acknowledged that the product was received, or the work was completed in a satisfactory manner. - Comply with Director of Finance’s requests concerning budget related issues such as obtaining bids and meeting submission deadlines. APPLICATIONS - Accept new applications for residency and show the premises to prospective residents. - Compile waiting list of applicants in accordance with the Tenant Selection Plan and governing Agency requirements. Monitor waiting list as units become available, contacting applicants regarding unit availability, and noting applicant’s continued interest or lack of interest. Waiting list should be maintained in bound book and purged at least one time per year, twice a year for those properties with long waiting lists. Any contact with applicant should be documented and placed with the application. - Verify all application information in accordance with the Tenant Selection Plan to determine if applicant is income eligible for residency. Verifications include, but are not limited to, income, assets, and medical and/or childcare expenses, and any other items which would affect the gross income of the prospective tenant, in accordance with the regulations of the governing Agency. Credit and criminal checks must be done, in accordance with Tenant Selection Plan, for all household members age 18 and over. - If applicable, notify the prospective resident(s) in writing of reason(s) for rejection of residency application as required by the governing Agency in accordance with the Tenant Selection Plan. Appeals for the property would be reviewed by the by Main Office Supervisor. - If application is accepted, notify applicant of availability of unit, what their rent and security deposit(s) requirements will be and schedule the move in date. Prior to move in, enter all necessary information into Classic to produce the necessary documents for signature but do not finalize lease until papers have been signed and money collected. If no unit is available, the applicant will remain on the waiting list and will be processed and contacted in accordance with the Tenant Selection Plan. MOVE IN & RECERTIFICATION - During the move-in process, the following activities should be completed/performed: .With the resident present, conduct unit inspection for preexisting defects and note such on the unit inspection form; note correctable items and follow through with maintenance to remedy those items. .Explain to tenant how the monthly rental payment is computed. .Review Lease, House Rules and property information. .Complete and review all necessary governmental forms and obtain all applicable signatures. .Collect all applicable Security Deposits and first month’s rent (or prorated portion thereof). .Distribute keys to tenant(s) – 1 key per adult household member – additional keys with completed form listing person to have key and reason. - At move in and recertification tenant should be given signed copies of the lease and attachments and all agency related documents. It is not necessary to give tenant a copy of verifications or forms such as the worksheet unless requested. - Copy all move-in information and forward to home office for any necessary signatures, processing and records retention; keep copy for office file. - As the expiration of each tenant certification approaches, notify tenant 90 days prior to expiration of certification. Schedule recertification interview to obtain signature authorizations on verification forms. Forward verification forms to appropriate agencies for completion to verify resident(s) income, assets and expenses. Review pending third party verifications on weekly basis and send second/third requests when necessary. Once all information is received, enter returned verification information into Classic software; generate appropriate recertification forms, calculating new monthly rental payment. In conjunction with recertification process, conduct unit inspection (unless property has an alternate annual inspection schedule), noting required maintenance and general condition of the unit. Follow through with tenant(s) for signature(s). All household members age 18 and over must sign required documents. Forward all paperwork to home office for any necessary signature, processing and records retention; keep copy for office files. - Submit Monthly Recertification Log to Community Manager and home office by the 5th of each month. MOVE OUT - Conduct move-out inspections (with or without tenant), noting items needing repair, replacement or cleaning. Photographs of apartments left in exceptionally poor condition should be taken prior to any work being performed. Forward all pertinent move-out paperwork to home office within 10 days of move-out to generate checks within required 30 days of move-out. - Schedule and oversee preparation of unit turnovers. If proper notice was given, units should be turned over in approximately 7 days. Most apartments will require repainting, carpet shampooing, minor maintenance and cleaning prior to re-renting. Carpet shampooing, if not done by the prior tenant at move out, is a chargeable move out expense. If notice was given in accordance with the lease, a pre-move out inspection should be scheduled so that maintenance and Manager can determine any large expense or work that may be needed. This allows time for bids, scheduling, and approval if necessary. This is a procedure that saves time and money. - Complete monthly Vacancy Report and forward to home office no later than 10th of each month. MAINTENANCE - All work orders are to be “Opened” in Classic software and follow-up done in order to ascertain satisfactory completion of issues. Once completed, work orders should be “Closed”. A work order report for the week should be printed and attached to the original time sheet of the employee performing the work. - Inventory of major items replaced in each unit should be maintained in Classic and on the unit inventory excel spreadsheet. All information including model and/or serial no., date of installation, contractor and price should be included. - Make weekly inspections of all grounds, noting vehicles in parking lots, condition of premises and general condition of common areas. Follow up with maintenance personnel to correct any deficiencies. Depending on the seriousness or expense involved, approval from main office may be required before proceeding with work. - Supervise maintenance, assistants and/or janitorial personnel regarding job performance and routine responsibilities. Sub-contractor work should be inspected and determined to be satisfactory prior to final payment being made. Schedule routine maintenance and follow up with completion of such items. Work with maintenance staff or sub-contractor to complete routine painting of occupied units. Instruct maintenance personnel in the procedures in place for after hours emergency calls. - Schedule and keep a written log of preventative maintenance requirements for the property. The log should detail what was done and when it was done. - All units should be inspected at least one time each year. Units that are in poor condition due to housekeeping issues should be monitored and documented on a signed unit inspection form. Weekly, monthly, or quarterly inspections may be required. A 24-hour notice should be given prior to any unit inspection. Lease violations should be given to those tenants who are not making an effort to correct the situation. - When possible, obtain three competitive bids for work/service to be completed by outside subcontractors/vendors. Determine that subcontractor meets the company established insurance requirements and has completed all contractor forms prior to work being started. Complete contractor forms are to be forwarded to Main Office. Contractors will not be paid unless all documents are received. Bids must be approved by main office and/or affiliated Agency. Follow through with on-site satisfactory completion of work/services. Only main office personnel have the authority to sign contracts for the property. All information needs to be submitted to the main office before a contract can be finalized. - Participate in all on-site inspections, preparing in advance for any requirements as designated by inspector; correct, if possible, any on-site deficiencies prior to the inspection. After inspection, follow up with documented corrections and work with Supervisor to notify appropriate agency of corrective actions being taken to remedy deficiencies, if required. Monday - Friday 7:30am - 4:00pm 1/2 hour unpaid lunch Dress code: business casual (jeans okay) Skills: Administrative Assistance, Microsoft Office Suite, Health Insurance, Administrative Support, Data Entry, Office Management, Office Support, Customer Service, Customer Service Skills, Property Management Top Skills Details: Administrative Assistance,Microsoft Office Suite Additional Skills & Qualifications: Education: 1. High school diploma or equivalent Qualifications: 1. Administrative Assistant experience 1+ years 3. Microsoft office suite 4. Strong organizational skills 5. Strong customer service skills 6. Comfortable with working Independently Experience Level: Expert Level About Aston Carter: Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you. At Aston Carter, we’re dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions – from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless. Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients’ capabilities by seeking solvers and delivering solutions to address today’s workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit AstonCarter.com. Aston Carter is a company within Allegis Group, a global leader in talent solutions. The company is an equal opportunity employer and will consider all applications without regards to race, sex, age,