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Areas of Responsibility and Job Requirements

The Administrative Assistant is the first point of contact for residents and guests visiting our management office and provides administrative support to the various departmental functions occurring within the management office.

 Responsibilities include, but are not limited to:

• Superior organizational, interpersonal, and time-management skills, detail-oriented, efficient, multitasker, flexible, and eager to learn.
• Greet residents entering the management office professionally and courteously.
• Provide office support with all day-to-day administrative functions such as answering the phones, resolving resident issues, taking memos, generating and mailing reminder notices and waivers, managing and distributing daily correspondence.
• Manage resident requests and all incoming work orders needing repairs, assign and distribute work to the appropriate maintenance staff, schedule inspections, repairs, etc. with residents.
• Daily follow-up with residents and vendors to schedule and confirm repair appointments.
• Create work orders based on the on-call emergency calls received after hours and on the weekend.
• Daily update, maintains and tracks, and closes out work orders as they are returned by maintenance staff.
• Work with the AGM to create and track resident data information consisting of move-ins/outs, re-certifications, etc.
• Schedule recertification appointments, track income documentation, and waivers
• Monitor and manage inventory for supplies, equipment, and appliances.  Ensure that the equipment sign-in/sign-out log is up to date and accurately alert the supervisor and/or management if supplies are running low and provide a weekly list inventory to be ordered.
• Work closely with AGM on violation mitigation repairs
• Coordinate extermination services with the vendor and tenant.
• Other assignments as directed by the supervisor.

Minimum Education Requirements:

• High School Diploma or equivalency

 Minimum Years of Experience Required:

• 3+ years of comparable administrative work experience
• 2 years in Customer Service focused role, preferred
• 1 year in a Front Desk focused role, preferred

Additional Knowledge, Skills, and Abilities:

• Experience with Microsoft Word, Excel,
• Proficiency in Site Compli, Happy Co. Yardi, and RentCafe, preferred
• Detail-oriented with the ability to multi-task and maintain organization in a fast-paced environment
• Bilingual in Spanish, preferred

Competencies/Essential Job Functions:

This position consists mainly of sedentary work. The position may require exertion of up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

The role involves sitting most of the time.

• The incumbent is required to have close visual acuity to perform activities such as: viewing a computer; extensive reading and visual inspection involving small defects.
• This role frequently requires the incumbent to talk and hear, expressing or exchanging ideas by means of spoken work and the ability to receive detailed information through oral communication, and to make distinctions in sound; reach, picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• This role occasionally requires the incumbent to climb, balance, stoop, kneel, crouch, crawling, reach, stand for long periods of time, walking, and/or moving about on foot to accomplish tasks, particularly for long distances.

Work Environment

The incumbent may occasionally be subject to environmental conditions (protection from weather conditions, but not necessarily from temperature changes.

The incumbent may occasionally be subject to noise sufficient to cause the worker to shout in order to be heard above the noise or vibration.

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities of this position at any time with or without notice.