Administrative Assistant

Part Time: 32 hours per week

Basic Function:

Assist the Community Manager and Maintenance Supervisor in daily oversight of the properties, to ensure a safe and habitable place to dwell. Assist the Community Manager in all duties related to the administration of the communities required. Responds to requests by the Community Manager in a timely fashion. Maintains high standards of conduct following all policies and procedures outlined in the employee handbook.

Payroll:

Full – time position. Normally 8:00AM – 4:30PM Monday through Friday. Scheduled hours and days may increase or be changed as required. Compensation is on an hourly basis, with performance and salary reviewed annually (typically in the second quarter).

Key Goals:

• Maintain long-range planning attitude
• Maximize resident retention
• Maintain property’s emergency and risk management plan
• Maintain good record keeping system
• Assist in implementing and monitoring efficient turnover program to ensure high resident satisfaction and retention.
• Reduce liabilities, both physical and financial

Relationships:

• Reports directly to Community Manager
• Maintains positive relations with residents, staff and vendors
• Maintains supportive relations with community, fire and police agencies

Description of Responsibilities and Typical Work Activities: (Not limited to:)

Maintaining the Physical Asset

• Ensures all contractors insurance certificates are in place
• Notify Maintenance Supervisor and Site Manager of reported maintenance problems

Marketing and Leasing

• Assist Community manager in leasing units quickly and efficiently following approved occupancy guidelines (found in HUD 4350 handbook and our tenant selection plan). Vacancies should be filled within 30 days from move-out (or less whenever possible).
• Experience with LIHTC program compliance is preferred.
• Maintain and update waiting list.
• Assist in preparation of advertising and marketing programs. Develop an outreach program to find good qualified residents.
• Assist in maintaining efficient resident and property files in site office.
• Assist in performance of move-in and move-out inspections
• Implement move-in and move-out procedure forms with Site Manager
• Coordinate preparation of vacant units with Maintenance Supervisor and Site Manager based on move-in dates

Tenant Management

• Record all service requests upon receipt
• Maintain work orders in software program
• Train and educate residents on safety and compliance issues
• Maintain capital needs metric

Financial Reporting and Control

• Keep a record of inventories - tools, equipment and supplies
• Prepare purchase orders for Community Manager to approve, where required, once information is received from Maintenance Supervisor. If an emergency arises and Community Manager is not available, call Property Manager or Vice President of Property Management for prior approval.
• Work with Maintenance Supervisor on securing bids for outside vendors

Administration

• Establish work duties and prioritize
• Maintain all maintenance forms and records according to maintenance plan
• Assist Community Manager in performing her/his duties and fill in as required during absence of Community Manager