Administrative Assistant
Granada Hills, CA
ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION
SCOPE AND PURPOSE
Under the direction and supervision of the Property Manager, assist with and in all phases of the Property operations. In the absence of the Property Manager, supervise the office and maintenance staff to ensure the property is well maintained at all times in a safe, clean and sanitary condition.
RESPONSIBILITIES
Perform receptionist duties such as answering telephones, greeting guests and residents, contractors, vendors and other visitors;
Answer inquiries about possible vacancies and discuss occupancy requirements;
Facilitate in collecting and posting rents, fees and other charges. Write receipts, prepare bank deposits and make deposits in the absence of the Property Manager;
Support the Property Manager in the maintenance of the property files, including but not limited to office files, resident files, maintenance work order files, etc. Files should be organized, secured, with information held in confidence;
Assist the Property Manager in interviewing prospective residents, completing the application process, processing verification forms according to federal regulations, completing the recertification process in a timely manner, completing the required paperwork and checklist for processing all move ins and move outs and other administrative duties;
Generate work requests from residents. Ensure all maintenance requests are responded to in a timely manner. Notify residents if a maintenance request will be delayed because parts are being ordered or are on backorder;
Direct and supervise contractors working on the property in the absence of the Property Manager and/or Maintenance Technician;
Report all accidents and emergencies to the Property Manager immediately. Prepare written documentation in all situations with supporting photographs;
In the absence of the Property Manager, inspect the property interior and exterior daily. Record all deficiencies and generate appropriate work orders, reporting deficiencies to Property Manager upon return;
Provide assistance in coordinating and facilitating resident activities;
All other duties as assigned.
EXPECTATIONS
Use good judgment in day to day activities;
Practice self-control and seek guidance in difficult matters;
Demonstrate a pleasing personality and ability to work with and understand resident concerns;
Present yourself in a neat, professional appearance each day;
Have strong computer and office equipment experience;
Have the ability to work efficiently with minimal supervision.
Job Type: Full-time
Salary: DOE