Job Summary: To provide prompt and efficient administrative support for the Property Management department. Summary of essential job functions:
- Manage and actively obtain tenant insurance certificate compliances
- Schedule and coordinate various recurring maintenance tasks and inspections (i.e., fire sprinkler testing, fire extinguisher maintenance, elevator inspections, backflow inspections, weed abatement, etc.)
- Prepare lease abstracts, change forms, move-in and move-out forms for accounting and tenant files
- Phone and email support for receptionist, tenant/property issues and questions
- Maintain tenant contact database, actively obtain new and additional contact info
- Maintain access control (Brivo) systems for buildings; assign fobs, log and track fobs, and manage building schedule changes
- Process prospective tenant credit checks
- Draft lease documents, letters, building notices and other property management correspondence with direction from Property Manager
- Create and maintain tenant lease files (hard & electronic) in accordance with document archiving standards
- Assist with management and scheduling of vendors including drafting vendor contracts
- Assist with management and scheduling of vendors including drafting vendor contracts
- Transfer electric/gas service to appropriate landlord entity at tenant move out
- Submittal of 311 reports
- Initial response and correspondence to AppFolio guest cards
- Miscellaneous projects including, but not limited to, tenant welcome packages, benchmarking, etc.
Qualifications:
- Previous office experience preferred
- Experience with Microsoft Office programs (Outlook, Word, and Excel)
- Strong work ethic, positive attitude, and good judgement
- Desire to work as part of a team with a strong focus on client needs
- Excellent communication and listening abilities
- Organizational skills; ability to manage projects effectively and on-time
- Ability to exercise discretion and maintain confidentiality
- Analytical and detail-oriented
- Ability to handle multiple tasks/assignments
- Punctual attendance
- Previous experience with AppFolio (not required)
Supervisory Responsibilities: This position has no supervisory responsibilities.Competency: To perform the job successfully, an individual should demonstrate the following competencies.Customer Service: Ability to respond to requests for service and assistance. Ability to manage routine and difficult customer service situations and respond promptly to customer needs. Ability to build relationships, solicit customer feedback to improve service, meet commitments, and elevate customer complaints and concerns as necessary.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. Additionally, the ability to maintain confidentiality, and treat all individuals with respect.Education and/or Experience: Associate's degree (A. A.) or equivalent from a two-year College or technical school; or a minimum of one (1) year related experience and/or training; or equivalent combination of education and experience.Language Skills: Ability to use professional business language, speak clearly and persuasively, listen, and obtain clarification. Ability to respond well to questions and participate in meetings. Strong ability to respond to phone calls and to return communications promptly.Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plan and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, rations, and proportions to practical situations.Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.Computer Skills: Word processing and spreadsheet software.Other Skills and Abilities: None.Certificates, Licenses, Registrations: Current valid Driver's License required. Must be insurable and have clean Motor Vehicle Report.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 sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to talk or listen. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus. Up to 90% sitting.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.
- The noise level in the work environment is usually moderate