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Form of workJob Description
POSITION SUMMARY
This position will report directly to and will maintain consistent communication with the CEO and Controller for coordination of all job tasks. The position will uphold a high standard of ethics, promoting a feeling of general good will and rapport with business associates. Must be willing to take on assorted job assignments and be flexible with new tasks as they come. A positive “can do” attitude is a must!
This position requires driving a personal vehicle on behalf of the company; therefore, the prospective employee must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, and maintain insurance coverage of at least the minimum amount required by California law.
JOB REQUIREMENTS
Business Administration
- Complete and submit applications for new business licenses, housing licenses, and health licenses as needed (upon acquisition of new properties)
- Administer and pay semi-annual and supplemental property taxes as needed (monthly)
- Administer and pay corporate agent for service of due process filings as needed (quarterly)
- Administer and pay state taxes for entities as needed (annually)
- Administer and pay Housing, Health, and other license renewals as needed (annually)
- Administer and pay statement of information LLC-12s for state entity filings as needed (quarterly)
- Complete 592/592-V forms and write owner distribution checks (quarterly)
- Stamp paystubs (bi-weekly with payroll)
Utility Maintenance
- Manage all company utility accounts such as Spectrum, LADWP, SoCal Gas, T-Mobile, & others
- Set up new properties as needed for utilities autopay and paperless billing.
- Check utility bills for accuracy.
- Maintaining utility continuation of active properties or discontinuation upon sale of the property
- Process utility bill payments as necessary.
Mail Processing
- Drive to the local PO Box to pick up mail at least twice per week.
- Open all mail, scan, and email as attachments and / or save files to shared drive as appropriate.
- Sort mail between bills, notices, and rent checks.
- Scan and save maintenance receipts by month and by property.
- Request cashier's checks from the banks, pick up checks (rarely)
Company Equipment Inventory
- Label and help track company inventory.
- Help with issuance of equipment to employees at direction of Human Resources.
- Manage T-Mobile account. This includes billing, new account set up, and account terminations.
Lender Holdback Draw Process
- Periodically review general ledger for each project to determine if project is eligible for loan draw.
- Send general ledger with new expense items highlighted for review by General Manager or Controller
- Format expenses according to lender’s instructions.
- Download all reference documents and send waivers to vendors to be signed by DocuSign.
- Process & Submit loan draw application package to lenders for release of construction holdback funds.
Accounts Payable / Accounts Receivable
- Input bank balances and pending bills to company reimbursement spreadsheet weekly.
- Check bank balances daily and suggest bank transfers as needed.
- Print all bills for payment.
- Input new invoices to AppFolio as new bills.
- Write manual checks as directed.
- Assist with pricing for inter property transfers.
- Organize checks for deposit-by-deposit account.
- Record rent receipts in AppFolio and process rent checks to prepare them to be deposited.
- Deposit checks using remote check deposit scanners and deposit Wells Fargo account checks at local branch office.
- Ensure proper GL coding on all bills.
- Communicate with vendors regarding accounts payable issues.
- Place orders for new equipment, furniture, fixtures, and appliances and coordinate deliveries.
- Set up new vendors and maintain vendor records including insurance information up to date.
Hotel Billing
- Monthly reconciliations and payment of Online Travel Agent reservations for Booking.com and Expedia reservations (1 small hotel property).
- Monthly Transient Occupancy Tax review and payments (1 small hotel property).
Collections
- Request inspection of delinquent units by Site Management.
- Draft and issue 3 day pay or quit Notices as needed.
- Preparing file for submittal of UD.
- Send Unpaid charges reminder emails to residents and follow up with program staff and tenants. as needed to collect payments.
- File small claims as needed to collect outstanding balances.
- Bill and collect from tenants and agencies for past due balances.
- Send HQS reimbursement requests to section 8 for repairs reimbursements.
- Send Mediation Request Forms to non-profit agencies to recoup vacancy loss, eviction loss, delinquent rent loss, and more.
Qualifications
- Previous experience in property management, Administrative Assistant, or other related fields.
- Experience in property management in an Accounts Receivable department.
- Ability to multitask and prioritize.
- Excellent verbal and written communication skills.
- Ability to communicate effectively with all vendors and associates.
- Customer service positive attitude
- Must be able to work 8:00am – 4:30pm Monday through Friday schedule at corporate office in San Diego near Clairemont Mesa.
- Strong skills with Microsoft Office Suite including Excel.
Compensation
- Starting at $25-$30 per hour, full-time employment paid on a bi-weekly basis based on experience.
- 75% Employer-sponsored health insurance is available after a 90-day probationary period.
- 1-week paid vacation accrual starting after 90-day probationary period.
- Use of company issued laptop computer.
- Use of company issued internet enabled cellular phone.
- Use of Corporate office in Clairemont Mesa, San Diego.
- All supplies are provided by management.
Altman Apartments will consider all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.
