Executive Assistant

Job description

1.0 Introduction

The purpose of this standard procedure is to establish and define the functional role, requirements, reporting relationships, authority, responsibilities and measurements of performance of the Executive Assistant at Cobalt Real Estate Management.

2.0 Functional Role

The primary function of the Executive Assistant is to assist the offices with all operations, answer incoming phone calls, perform minor cleaning services, help schedule unit / home showings, input work orders, and other miscellaneous tasks as deemed necessary by the Office Manager.

3.0 Requirements

3.1 Education

Required: High school diploma or GED equivalent

Preferred: Additional related coursework, preferably in business administration and or accounting.

3.2 Experience

Preferred:

• 1 year hospitality or office management experience
• 1 year of Microsoft Office 365
• 1 year AppFolio experience

3.3 Knowledge & Abilities

• Ability to work in a fast paced, multivariable environment
• Ability to provide excellent customer service to clients
• Knowledge of Fair Housing Act, Open Meetings Act and Kansas State Statutes
• Attention to detail
• Written and verbal communication skills
• Computer skills and experience including Microsoft Office, Google Docs, Google Sheets, Appfolio Software, Online social networking.
• Ability to compose documents with proper grammar and punctuation
• Time management
• Willingness to learn

3.4 Mental Capacity

Ability to sustain sharpness and professional bearing and to foster a positive business image. Ability to problem solve and make decisions quickly. Normal ability to concentrate, normal memory, taking into consideration the amount and type of information.

3.5 Physical Capacity

• Normal Physical mobility, which includes movement from place to place
• Normal physical agility, which includes the ability to maneuver the body
• Able to lift and move up to 20 pounds
• Normal dexterity of hands and fingers
• Normal coordination, including eye-hand-foot
• Sufficiently corrected vision for reading written documentation and drive a vehicle
• Must be able to hear adequately with correction
• Must be able to ascend/descend staircases, uneven or rough terrain in yards

3.6 Working Conditions

Work occurs primarily in the office environment and other properties managed by Cobalt. Requires Executive Assistant to drive their personal vehicle for business matters (Mileage reimbursement.)

4.0 Reporting Relationships

The Executive Assistants reports to the Portfolio Manager. In the Portfolio Managers absence, then the Executive Assistant reports to the Office Manager. The Executive Assistant works in conjunction with the other Executive Assistant in supporting the Portfolio Supervisors.

5.0 Authority

• The Executive Assistant has the authority to coordinate showings, run rental applications, fill out and complete legal notices on behalf of the Portfolio Supervisors.
• Network with community members and businesses as a representative of the company.

6.0 Duties and Responsibilities

• Assist with all operations, vendor services, and administration of Cobalt.
• Review their personal and Portfolio Supervisors calendars and determine what planning is required for day, week and month.
• Answer telephone in a friendly manner and in such a way that communicates interest in their needs.
• Perform inspections of properties, as needed. Drive to properties using a personal vehicle, pick up trash, remove unwanted signs, monitor for maintenance needs and compliance of lease agreements..
• Assist in preparation for company meetings / events.
• Follow-up with inquiries and rental applications.
• Obtain, read and become familiar with the various lease agreements.
• Edit database as new residents move in/out of properties.
• Assist with answering basic questions pertaining to properties maintenance, accounting or general property specific questions.
• Assist with the collection of monthly rent and provide receipts for all in person monetary transactions.
• Assist with management of all vendors used at each property (i.e. lawn management, snow removal, trash services, utilities, maintenance, etc.)
• Handle complaints, issues, and problems that may arise from residents and non compliance issues as they arise.
• Prepare and send residential quarterly news memos as directed by the management team.
• Check voicemails, texts and emails throughout the day and respond accordingly.
• Effectively communicate and share information with Cobalt team members.
• Maintain client confidentiality regarding all matters of business.
• Assist in other Cobalt specific duties as they arise
• Adhere to Cobalt’s Core Values - We, Innovative, Honesty, Quality, and Responsiveness.
• Other duties and responsibilities as needed or assigned by Portfolio Manager or other members of management.

7.0 Measures of Performance

• Adherence to Cobalt’s Core Values - We, Innovative, Honesty, Quality, and Responsive.
• There were no significant errors of complaints from owners or residents due to failure to complete terms of Management Agreements or Lease Agreements..
• Attention to detail and accuracy was maintained in all matters of performance.
• There were not warranted complaints against the Executive Assistant because of rudeness, inefficiency, discrimination, or failure to follow local, state and federal laws.
• There were no breaches in confidentiality.

Job Type: Full-time

Pay: $15.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Manhattan, KS 66503: Relocate before starting work (Required)

Work Location: In person