Job Details

Service Description:

The administrative assistant position is the backbone of each office. Without a congenial disposition, attention to detail, ability to multi-task, and expert organizational skills, the office work flow for all team members can easily fall behind and out of sync.

Requirements:

• Working vehicle transportation

• Cellular Telephone with email receiving capabilities and professional voicemail

• Submit to criminal background and credit check as well as verification of references

Admin Assistant Roles & Responsibilities:

• Conduct all real estate activities in accordance with the Local, State & Federal Real Estate laws and guidelines.

• In accordance with GWM SOP's, assist in the day to day operations of the assigned office portfolio

• Oversee and maintain organization and proper distribution of all documents and files

• Maintain excellent communication standards between GWM and clients/customers.

• Assist staff in solving complex Landlord/Tenant and Property issues.

• Carry out any additional tasks as assigned by Portfolio Manager or Senior company personnel.

• Ensure all legal or Administrative complaints are forwarded to the Broker in a timely manner.

• Focus on the tracking and reporting of Portfolio Key Principle Indications (KPI's):

• Leasing and Renewal

• Unit Vacancy & Property Turnover

• Management Fee collection

Key Position Tasks:

• Office Support

• Assist the Office Manager in day to day office tasking and organization.

• Assist the Property Manager in Landlord-Tenant updates and client service.

• Assist the Leasing agent in Tenant screening, placement & move-in process.

• Coordinate with Headquarters staff including Maintenance and Accounting department to solve both basic and complex day to day issues.

• Answering Phone Calls

• Screen all calls and pass along messages to the appropriate staff member.

• Answer base level questions from prospective Tenants inquiring about available property.

• Disbursing Notices and Messages

• Assist manager in sending and tracking all notices.

• Assist manager in coordinating, scheduling & tracking all turnover repairs.

• Assist manager in sending and tracking all HOA and Lease Violation Notices.

• Filing System (Paper & Electronic)

• Tenant files – updated with all pertinent information including leases, applications, walk-thrus, notices, appropriate documents.

• Owner files – updated with all pertinent information including management contracts, property profiles, W-9, year-end statements, and conversation log.

• Organize and maintain GWM operational files.

• Rent Collection

• Assist Property Manager in rent collection duties

• Rent Roll and small balance tracking

• Initial leasing fee and security deposit collection

• Data Accuracy

• Keep an updated Tenant and Owner contact information file

• Keep an updated Employee contact information file

• Data accuracy should be maintained both with paper and electronic files

• Assist with listing properties and passing along the appropriate information for properties for rent or for sale.

• Appfolio Management Systems Operations

• Utilize company property management software to conduct all Tenant/Landlord/Employee records.

• Use Appfolio to update all Landlord and Tenant user portals in order to give updated information regarding notices and violations of the property.

• Stay current and educated on Appfolio updates and system tools.

• Maintenance and Repairs

• Assist maintenance in ordering and following up on all repair requests.

• Assist manager in tracking outstanding turnover/maintenance items.

• Assist manager in making sure Landlords are kept abreast of all major issues pertaining to their property with respect to turnover and violation notices.

• Assist in monthly property inspection scheduling.

• Miscellaneous

• General maintenance and upkeep of the office space.

• Mail collection from the post office box.

• Manage office inventory and ordering process.

• Kitchen clean up and morning/afternoon prep/take down.

Compensation:

• Schedule:Hourly: Mon- Friday 8am – 5pm;

• Compensation:$20.00; Per hour