ADMINISTRATOR ASSISTANT

POSITION OVERVIEW  

Perform administrative activities serving as the central point of contact between all maintenance technicians, property managers, residents, and outside parties.   

ESSENTIAL DUTIES & RESPONSIBILITIES   

• Provide administrative and clerical support including answering phone calls, email inquiries/requests for work orders from tenants, property managers, and/or resident managers   
• Administer, input, and review work orders in the Yardi database   
• Assist with completing work orders with crew notation; entering changes and miscellaneous notes in the Yardi database   
• Assign and schedule technicians to the designated work order   
• Set up calendar appointments, if requested by the tenant or management   
• Perform accounting research as necessary to locate and correct work order entries   
• Coordinate with various departments for maintenance that requires assistance from outside vendors   
• Create and provide monthly maintenance budget reports exported from Yardi and SYNCrew systems   
• Generate weekly work order admin reports for all regions   
• Compile cost reports and bill tenants if they are charged for replacement parts and installation   
• Assist with mandatory department safety meeting presentations   
• Conduct 60% of work order follow ups for all regions    

SKILLS, KNOWLEDGE AND ABILITIES   

• Associate degree required, Bachelor degree preferred  
• Proficient in spoken and written English  
• Bilingual (English and Spanish preferred)  
• Minimum two years of administrative support experience  
• Punctual, courteous, professional and reliable  
• Excellent communication skills  
• Detail-oriented and willing to learn  
• Excellent customer service skills/experience  
• Ability to handle multiple calls and e-mail inquiries  
• Proficient in Microsoft Office (Word, Excel, Internet Explorer, Outlook)  
• Ability to learn property management software (Yardi experience is a plus)