Assistant Property Coordinator

The position of the Office Coordinator primary duties includes the following:

Front Desk Duties

Mail

· Receive and distribute mail.

· Scan all mail received.

Main Telephone Line and Voicemail

· Answer main line phone calls. Transfer calls to appropriate party.

· Respond to the voicemails left on the main line.

Main Email Account

· Check the main email account.

· Respond to the emails or forward them to the appropriate person, as necessary.

Documents Received

· Accept documents in accordance with the Document collection Policy.

Property Management – Rent Collection

· Collect rents in accordance with the Rent Collection Policy

· Ensure rents are logged daily either by yourself or by whom your Manger instructs you.

· Give the rent logs to Che ‘mere or drop it in the blue drop box by the Finance office.

· Do not leave rental payments received at the front desk overnight. Payments not posted must be given to the accounting department for safekeeping to be posted the next day.

RFTA /Inspections

· Process Request for Tenancy Approvals

· Enter initial data in the Yardi software system RFTA Tracker module.

· Look up census tract data for each unit approved and entered.

· Conduct initial affordability test for family.

· Communicate affordability to client.

· Negotiate rent on behalf of the client if necessary.

· Use the RFTA’s email for any correspondence exchange.

· Schedule the inspection with the HQS Inspector

· Send inspection notifications to the prospective tenant and landlord.

· Transmit results of the inspection to tenant and landlord.

· Ensure electronic data transmissions via tablet and Yardi inspections module are working and being used at all times.

· File Inspection booklets in client hard/e-file.

· Use the Inspection email for any correspondence exchange.

· Run Inspection reports in PIC to ensure timely inspections.

Administrative Assistance Duties

· Assist the Asset Manager/Property Manager with mailouts and other admin duties, as necessary.

· Assist the Voucher and PH Case works with mail outs and other admin duties, as necessary.

Personal Skills

· Demonstrate an ability to support and contribute to the team.

· Demonstrate strong oral and written communication skills.

· Ability to have a good relationship with team members and clients.

· Ability to maintain an effective work/life balance professionally.

· Exceptional customer service skills

· Willingness to learn program rules and ensure compliance with all company, local, state, and federal safety rules.

KEY COMPETENCIES:

• Communication Proficiency - Able to convey complex information in a professional, clear, and concise fashion using correct grammar and punctuation. Type Proficiently, Read Comprehensibly, Effective Business Writer. Understands and practices the principles of effective listening. Strives to constantly improve communication skills.
• Time Management - Organizes time to assure attention to special projects and to day-to-day responsibilities by prioritizing.
• Must be able to multitask with or without interruptions.
• Flexibility - Finds ways to adjust to working in different situations and with people who have different work and communication styles.
• Interpersonal Skills/ Knowledge of customer service practices- Commits to finding ways of providing exemplary customer service and working effectively with a wide array of people.
• Demonstrated time management and organizational skills.
• Demonstrated ability to perform detail-oriented work.
• Proficient in Microsoft Office (Word, Excel, Power Point, Outlook)

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

Physical Demands: This position works in an office setting. In the office it is primarily sedentary physical work requiring the ability to lift a maximum of 20 pounds; occasional lifting, carrying, walking, bending over (to file) and standing; frequent hand/eye coordination and finger dexterity to operate personal computer and office equipment; vision for reading, recording and interpreting information; speech communication and hearing to maintain communication with employees and customers.

Work Environment: Works in a clean, comfortable environment in the office, sits at a computer for at least 6 hrs. /day. Must be required to work some nights and weekends.

Education Requirements

• Bachelor’s Degree in related field preferred
• Mandatory High School Diploma or equivalent
• Some combination of experience and education may substitute for Bachelor’s Degree
• Read and Write in English
• Basic Proficiency Test
• This position requires you to complete 24 hours of training per year.

Job Type: Full-time

Pay: $20.61 - $22.00 per hour

Benefits:

• 401(k) matching
• Life insurance
• Paid time off

Experience level:

• 1 year
• 2 years

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person