Job Overview:
We are seeking a detail-oriented Administrative Assistant to join our Rental Management team for our affordable housing portfolio. The ideal candidate will provide administrative support and ensure efficient office operations.
Scope & Purpose
The Rental Management Administrative Assistant will perform a variety of general and specialized administrative and developmental functions under the supervision of the Susquehanna and Francisville Rental Management Office Staff. The goal of this position is to assist in maintaining the efficient, high-quality and ethical management of the Community Ventures rental portfolio, in compliance with all relevant legal and programmatic requirements.
Duties & Responsibilities
1. Manages administrative support activities of the Rental Management Offices.
2. Serves as the primary contact for telephone callers and visitors to the Rental Management Offices. Ensures that all complaints and requests are directed to appropriate parties in a timely manner. Immediately report accidents, emergencies, prepare associated correspondence and forward accordingly.
3. Manages incoming/outgoing information pertaining to the Rental Management Offices. Screens and analyzes incoming correspondence and submits to the Rental Manager or appropriate parties with supported information required to address the concerns. Handles and responds to mail not needing Rental Manager’s reply that requires immediate attention.
4. Prepares correspondence and maintain files, both paper and online, which consist of memos, letters, faxes, e-mails, charts, graphs, forms, advertisement of employment and rentals.
5. Monitors and updates all reports submitted to the Rental Manager that includes, but is not limited to Vacancies, Collections, Recertifications, and Inspections.
6. Organizes staff meetings, seminars and travel arrangements for the Rental Manager.
7. Purchases necessary office supplies in accordance with Company policy.
8. All responsibilities deemed necessary and suitable for the position.
9. Assists Rental Manager with Site functions when required, which extends to the following:
a. Reconcile Housing Assistance Payments
b. Process rental applications, Preparation of all leases and related forms for move-ins
c. Collect rents, make bank deposits, handling delinquent accounts and maintaining necessary records of all financial transactions for the property.
d. Process Recertifications and Tenant Income Certifications (TIC’S).
e. Maintain reporting requirements such a Recertification, Collection, Time Sheets, Payables and Petty Cash.
f. Assist residents and participate in resident meetings.
g. Inspect property for improvements, recording deficiencies and taking the necessary action with approval of Rental Manager.
h. Ensure all maintenance requests are handled when required.
i. Conduct move-out inspections when required by Rental Manager.
j. Attend meetings as directed and report back to the Rental Manager.
k. Any other duties required by the Rental Manager, Assitant Rental Manager, and/or any Corporate Officers.
Qualifications
1. Required: High School diploma or equivalent with 1-year Administrative or Clerical experience or 2 years College. Actual site management experience with designation by industry organization (AHM, COS, etc.) highly desirable.
2. Pleasing personality and ability to work with and understand the problems and attitudes of residents and staff.
3. Knowledge of financial matters including, but not limited to, budget preparation and analysis.
4. Ability to solve resident, personnel and financial problems.
5. Computer literate.
6. Legible handwriting and ability to keep accurate records.
7. Neat, Clean and appropriate appearance.
8. Must possess valid driver’s license and reliable transportation.
9. Proof of COVID19 vaccination required.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No nights
Experience:
- Real estate administrative: 1 year (Required)
Ability to Commute:
- Philadelphia, PA 19130 (Required)
Ability to Relocate:
- Philadelphia, PA 19130: Relocate before starting work (Required)
Work Location: In person