Position Summary/Objective
The Portfolio Administrative Assistant is responsible for providing effective customer service for all internal and external customers by using excellent, in-depth knowledge of company products and programs as well as communicating effectively with team members.?
Essential Duties and Responsibilities
- General support to the team on tasks, projects, organization, planning, and meetings as directed by the Portfolio Manager or Assistant Portfolio Manager
- Greet potential and current residents and visitors, answer phones and return emails; assist them with questions and/or concerns
- Keep records of resident's interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken
- Assist with resident letters/notices and ensure copies are uploaded into Yardi
- Assists with calling resident that are delinquent on their rent
- Provides timely and accurate information to residents
- Provides timely feedback to the team regarding service failures or residents' concerns
- Partners with the sales team to meet and exceed residents service expectations
- Sending landlord/employment/service animal Verification Requests
- Entering and uploading verifications into Yardi
- General office up-keep and organization
- Ordering office supplies and maintains accurate inventory
- Assist with coordinating resident and office event planning, coordinating and execution
- Collect /Code/Scan rental payments
- Maintenance Department Assignments:
- Resident work order correspondence as needed
- Coding invoices
- Generating POs w/ Management approval
- Submitting approved resident charge-backs to AR
- Special projects as assigned
Minimum Qualifications (Knowledge, Skills, and Abilities)
Highly organized Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills Ability to multi-task Ability to thrive in a fast-paced environment Aptitude with computers, internet, network phone systems, MS Office and Salesforce Must be capable of working effectively with people from differing backgrounds/education levels 2-5 Years Experience Customer/Client Focus Problem Solving/Analysis Time Management Communication Proficiency Teamwork Orientation Technical Capacity Valid Drivers License is RequiredExceptional Customer Service and Interpersonal SkillsExceptional written and oral communication skillsProficient using computers and property management softwareProblem solving skillsIndependence and autonomy
Required Education and Experience
High School Diploma or equivalentHighly organizedStrong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skillsMarketing, social media and sales experienceAbility to multi-taskAbility to thrive in a fast-paced environmentAptitude with computers, internet, network phone systems, MS Office and SalesforceMust be capable of working effectively with people from differing backgrounds/education levelsValid Drivers License is a requirementPreferred Education and Experience
Prior property management or real estate company experienceBilingual (Spanish Language) a plusSupervisory ResponsibilityThis position has no supervisory responsibilities.
Travel
No travel is expected for this position.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
We recognize that people come with a wealth of experience and talent beyond just the technical requirements of the job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.
VineBrook Homes LLC (VineBrook) is proud to be an equal opportunity employer that is committed to diversity and inclusion in the workplace. VineBrook considers all applicants for employment without regard to race, color, sex, sexual orientation, gender, gender identity, age, religion, national origin, pregnancy, child or spousal support withholding, disability, marital status, genetic information, citizenship/immigration status, military/veteran status, or any other status protected by federal, state, or local law. VineBrook makes hiring decisions based solely on qualifications, merits and business needs at the time. Upon request, VineBrook will reasonably accommodate applicants with a disability who need accommodation during the application process, unless accommodation creates an undue hardship to the company. We are also a Drug Free Workplace. As permitted by law, qualified applicants will also be required to pass a drug screening before beginning employment.