Administrative Assistant

Provide general administrative and clerical support including data entry, mailing, scanning, faxing, and copying

Maintain electronic and hard copy filing systems

Open, sort, and distribute incoming correspondence and incoming mail

Manage calendars; schedule and coordinate meetings, appointments, and travel arrangements for managers

Coordinate inspections (bank/lender, Section 8, city, or health department) with onsite staff

Create calendar invites for onsite staff and assist with scheduling needs

Fill out and submit questionnaires, reports, and other documentation as required

Assist in resolving administrative or operational issues

Prepare and modify documents, correspondence, reports, drafts, memos, and emails

Track inbound freight and follow up on priority orders or delivery appointments

Generate, maintain, and manage reports to provide analytical support to management teams

Provide additional administrative support for the Property Management department

Support special projects and assignments as required by Asset Manager, including contacting vendors, obtaining bids, and creating custom reports

Assist with resident complaints (non-maintenance related) and escalate as needed

Process rental applications, run weekly reports, and distribute to managers

Demonstrate understanding of Policies & Procedural Manuals in accordance with business practice

Oversee rent collection and rental assistance cases, tasks, and timely posting of payments

Review ledgers and report discrepancies

Assist onsite staff and customers with rent payments and account inquiries

Research and resolve payment transactions through the online payment system

Collaborate with Accounts Receivable and onsite teams to ensure accuracy of resident accounts

Ensure accurate data entry, coding, and allocation of payments and charges

Enter rent increases, lease renewals, Section 8 (subsidized) lease charge changes, unit type, and unit market rent updates

Review Section 8 portals for holds, abatements, or changes in payment amounts

Prepare 3-day notices and tenant files for eviction filings

Submit change of ownership information and packets to housing authority to prevent payment delays

Obtain information from other departments to ensure accounts receivable ledgers and journals are accurate and up-to-date

Run rent increase and renewal reports, create notice and renewal offer letters, distribute, and follow up