Senior Administrative Coordinator

SUMMARY: This position is primarily responsible for providing essential high-level administrative support for the Evergreen property management operations team.

DUTIES AND RESPONSIBILITIES:

• Provide primary support and assistance to executive members of the property management operations team, including primarily to the VP of Property Management (VPM) and Regional Directors of Property Management, with ancillary support as needed to the EVP and President/CEO.

• Work with Regional Supervisors and site staff as a central point of contact for various operational matters on behalf of the VPM.

• Administer, track, and submit various operations reporting requirements including:
  • Update and distribute the Evergreen master property list, as needed.
  • Administer and update entries on ILHousingSearch.org, quarterly and as needed.
  • Receive and track property manager weekly and monthly site walk reports.
  • Complete and submit occupancy reports as required by state agencies and as required by syndicators.
  • Compete and file form 8703 - Annual Certification of Residential Rental Project for all applicable properties.
  • Update IHDA DMS Annual Owners Certification from prior years upon IHDA request.
  • Complete and submit quarterly owner Continuing Compliance reports for all applicable properties.
  • Set up and add/remove access to properties and staff for vendors as needed, including Screening Reports, the Work Number, etc.
  • Assist Regional Supervisors and Properties Managers by inputting work order information into OneSite following pre-REAC and REAC inspections.
  • Assist Regional Supervisors with submitting responses to HUD for REAC EH&S findings, when applicable.
  • Assist VPM and Regional Supervisors with various compliance reporting and LIHTC submissions.
  • Assist VPM and Regional Supervisors with Reserve for Replacement withdrawal packages and submittals, including, when necessary, pulling invoices and cancelled checks.
  • Develop annual audit document files for each property (collect relevant property data throughout the fiscal year in anticipation of requests by audit firms annually).
  • Monitor regulatory deadlines with state agencies for portfolio.
  • Send out security deposit letters (FL)
  • Send out rent increase letters (VT)

• Other Administrative Responsibilities
  • Assist with coordination of employee meetings and training events, as needed. Set up and coordinate Zoom or Teams invites, sites, recordings; identify locations and sites for in person trainings if necessary, including invites, room availability, pricing, etc. Assist with creation and coordination of training and presentation materials.
  • Attend and take notes at all monthly Regional Supervisor meetings and other meetings as necessary and directed.
  • Assist from time to time with corporate expense and credit card billing reports.
  • Administer file administration and management of SharePoint site for property management.
  • Periodically review Reputation.com for reviews and responses.
  • Create, populate and maintain a Data Base (and/or spreadsheets) for, among other things, key property related information, deadlines, timelines as a tracking and tickler device to include, for example:
    • Property Contract Information and Terms (i.e., service contracts like copier, insurance, fire alarm monitoring, laundry equipment leases, rooftop antenna leases, elevator and other preventative maintenance agreements, etc.
    • Section 8 HAP renewals and rent increase dates.
    • Sales Tax Exemptions: For non-profits with expiration dates to submit for exemption renewals. Work with VPM to get this set up.
    • Management Agreements. To track terms and renewal dates. Assist with preparing renewal documents as necessary.
    • Real Estate Licenses Work with EVP to create spreadsheet and monitor license renewals and request licensing for new hires.
    • MOR and REAC dates and scores.
    • Other Documents with Periodic Update Requirements (i.e., TSPs, House Rules, AFHMPs).
• Assist VP of Marketing with organization and production of annual ERES Summer Outing.
• Assist in annual holiday gift card process for property management employees.
• With the approval and input of VPM, assist the Regional Supervisors with projects, as needed.
• Miscellaneous Administrative tasks, including typing, filing, copying, and other clerical tasks as needed.
• Provide backup and assistance to the office receptionist, as needed.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

• Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.
• Experience with property management operations and affordable housing management in particular is a plus.
• Excellent writing and communication skills required.
• Attention to detail and accuracy required.
• Ability to collaborate with, work with, and manage the personalities and needs of a large number of team members in a professional manner and with an eye on achieving identified goals.
• Excellent computer skills required including strong experience and knowledge of MS Excel and word processing with MS Word necessary. Knowledge and experience with other applications preferred, including database software (i.e., Microsoft Access or other comparable); property management software (OneSite or similar); electronic mail software (Outlook); presentation software (PowerPoint); Publisher software, and MS Teams.