Administrative Assistant To Building Supervisor

BBSI is hiring a full time Administrative Assistant to a Property Supervisor. Must have property management experience. If you are looking to be a part of an amazing organization, look no further!

SALARY RANGE: $25 - $26 +DOE

DUTIES and RESPONSIBILITES:

Job Title: Property Supervisor Assistant

Must have property management experience

We seek a highly organized and detail-oriented individual to join our team as a Property Supervisor Assistant. This position requires a proactive and motivated individual who can handle multiple tasks and responsibilities in a fast- paced environment. The successful candidate will provide administrative support, exceptional customer service, and assist with leasing and marketing activities.

Responsibilities:

Administrative:

· Pick up mail from the Prosper mailbox two times a week or as needed and sort mail.

· Scan utility bills and send them to Appfolio.

· Check water bills for any discrepancies between bills to identify possible water leaks.

· Scan mortgage statements, email them to our bookkeeper, and upload them to Appfolio and BOX.

· Separate vendor invoices and provide them to the Portfolio Supervisor.

· Utilize Asana to manage daily, weekly, and monthly tasks, creating checklists and updating progress.

· Set up utilities, trash, Spectrum, etc., for newly acquired properties and vacancies.

· Coordinate the turn-off of utilities, trash, Spectrum, pest control, landscaping, cleaning, etc., for recently sold properties.

· Ensure that all tenants' renters insurance is uploaded and up to date, working closely with the Portfolio Supervisor.

· Monitor LIVABLE and MUC platforms for delinquencies, contacting tenants to arrange payment.

· Check emails daily for tasks from Property supervisor or the Portfolio Supervisor, creating tasks on Asana, and following up on additional tasks communicated via text or phone call.

· Verify that new move-ins have set up utilities under their name (electricity and gas).

· Close temporary utility accounts that were set up while the units were vacant (electricity and gas).

· Update Company Service Tracker.

· Create parking maps and upload them to Appfolio as needed.

· Assist the Portfolio Supervisor or Property supervisor with other daily tasks.

· Assist the Portfolio Supervisor with move-in and move-out inspections as required.

· Send out 30-day notice forms as soon as a tenant submits a move-out notice, following up with the move-out procedure letter upon receiving the signed form.

· Collect forwarding addresses from tenants for mailing security deposits.

· Coordinate the electricity turn-on for unit turnovers.

· Move out tenants from LIVABLE and MUC portal and provide final bills to the Portfolio Supervisor.

Customer Service:

· Answer all communications from tenants promptly, including phone calls, emails, and addressing their concerns.

· Assist with serving/posting notice to enter when the Property Manager requires help.

· Notify tenants via email and post notices on the door regarding water, gas, power shut-offs for repairs.

Leasing/Marketing Management:

· Update the company website by uploading online pictures, videos, and tours, and managing digital assets.

· Manage third-party leasing companies, ensuring timely communication, reviewing and processing applications.

· Handle leasing inquiries by answering calls, emails, and texts, leasing 1-2 units per month.

· Review and process rental applications in collaboration with Company leasing staff.

· Participate in weekly leasing calls with the leasing teams, providing a recap email after the meeting.

· Assist with new tenant move-in communication, sending welcome and move-in information emails.

· Manage social media platforms such as Instagram, Facebook, and TikTok, posting vacancies, promotions, and engaging content.

Qualifications:

· High school diploma or equivalent (some college preferred).

· Strong organizational and multitasking skills.

· Excellent attention to detail and accuracy.

· Effective written and verbal communication skills.

· Proficient in using Asana or similar task management platforms.

· Basic knowledge of property management and leasing processes.

· Familiarity with social media platforms and content management.

· Customer service-oriented with exceptional interpersonal skills.

· Ability to work independently and collaborate effectively within a team.

Proficiency

Please contact Jennie: 626-290-7328 text or call 

send resume to jennie.suguitan@bbsi.com

BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. California applicants: to see how we protect your data, visit our website at https://www.bbsi.com/privacy-notice-california-applicants