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Administrative Assistant

Altman Apartments LLC
La Jolla, CA Full Time
POSTED ON 1/29/2025
AVAILABLE BEFORE 3/29/2025
Benefits:
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance
POSITION SUMMARY

This position will report directly to and will maintain consistent communication with CEO for coordination of all job tasks. The position will uphold a high standard of ethics, promoting a feeling of general good will and rapport with business associates. Must be willing to take on assorted job assignments and be flexible with new tasks as they come. A positive “can do” attitude is a must!

JOB REQUIREMENTS

Business Administration

  • Complete various administrative tasks as assigned
  • Send DocuSign for signatures as needed
  • Lender Holdback Draw Process
  • Periodically review general ledger for each project to determine if project is eligible for loan draw
  • Send general ledger with new expense items highlighted for review by General Manager or Controller
  • Format expenses according to lender’s instructions
  • Download all reference documents and send waivers to vendors to be signed by DocuSign
  • Process & Submit loan draw application package to lenders for release of construction holdback funds
  • Accounts Payable / Accounts Receivable
  • Place orders for new equipment, furniture, fixtures, and appliances and coordinate deliveries
  • Charge back dispute process coordination with front desk agent and submittal of documents to merchant processor
  • Ensuring accuracy of front desk payment processing

Leasing Coordination (Backup)

  • Fill out leasing template and list vacant units for lease in AppFolio
  • Perform tenant screening and background checks
  • Draft lease for tenant to sign and send for signatures
  • Manage move in process to accounting system
  • Coordinate move ins and showings with onsite managers
  • Process official letters to tenants as necessary
  • Delinquency Processing (Backup)
  • Monthly review delinquency reports with managers
  • Coordinate inspection of delinquent units between property and Project Coordinator
  • Issuing of 3DPQ Notices
  • Preparing file for submittal of UD
  • Send Unpaid charges reminder emails to residents

Move Out Coordination

  • Coordinate pre-move out inspection as necessary
  • Provide pre-move out statement of charges as necessary
  • Collect photos and inspection forms for any damages and missing items post move out
  • Process security deposit disposition statements and mail to tenants within 21 days
  • Send email to managers to follow up on upcoming move move outs
  • Collect move out documents and send to GM for processing

Qualifications

  • Previous experience in property management, administrative assistant, or other related fields
  • Ability to multitask and prioritize
  • Excellent verbal and written communication skills
  • Ability to communicate effectively with all vendors and associates
  • Customer service positive attitude
  • Must be able to work 8:00am – 4:30pm Monday through Friday schedule at La Jolla corporate office
  • Strong skills with Microsoft Office Suite including Excel

Compensation

  • Starting at $18 -20.00 based on the experience per hour, full time employment paid on a bi-weekly basis
  • Use of company issued laptop computer
  • Use of company issued internet enabled cellular phone
  • All supplies are provided by management
Altman Apartments will consider all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Salary : $18 - $20

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