What are the responsibilities and job description for the Property Maintenance Administrative Assistant position at Altman Apartments LLC?
Benefits :
Dental insurance
Health insurance
Paid time off
Vision insurance
POSITION SUMMARY
This position will report to the CEO for coordination of all job tasks. The position will uphold a high standard of ethics, promoting a feeling of general goodwill 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
Accounts Payable / Accounts Receivable
Print all bills for payment.
Input new invoices into AppFolio as new bills.
Write manual checks as directed.
Assist with pricing for inter property transfers.
Ensure proper GL coding on all bills.
Communicate with vendors regarding accounts payable issues.
Place orders for new equipment, furniture, fixtures, tools, supplies, and appliances and coordinate deliveries.
Coordinate purchase of necessary items to support ongoing maintenance activities.
Set up new vendors and maintain vendor records including insurance information up to date.
Property Maintenance
Use AppFolio to keep track of all daily work.
Ensure all work orders are properly updated with notes as well as before and after photos prior to closing.
Help the Maintenance team to set up the company’s equipment.
Review and confirm hours are reported correctly and requested timecard adjustments as needed.
Maintain accurate records of maintenance activities, repairs, and costs.
Process inventory adjustments and reimbursements for maintenance supplies & equipment.
Prepare reports for management on maintenance performance and issues.
Invoicing and Billing
Manage the company billing in QuickBooks to ensure timely invoicing and payments.
Track invoices by work order and by time on the clock for maintenance team.
Monitor expenditures and implement cost-saving measures where possible.
Safety & Community
Maintain frequent and consistent communications with all parties.
Ensure preventive maintenance schedules are followed.
Follow up on all safety and regulatory policies and standards.
Promote the appropriate safety precautions for every project.
Keep abreast of regulations and best practices related to maintenance operations.
Qualifications
Previous experience in construction office management, property management, administrative assistant, or other related fields
Computer skills are required with strong Microsoft Office Suite skills including Excel.
Prior experience with QuickBooks and AppFolio is preferred.
Ability to multitask and prioritize.
Attention to detail and problem-solving skills.
Must be able to quickly learn and utilize work order and timesheet computer software programs.
Excellent verbal and written communication skills.
Ability to communicate effectively with all vendors and associates.
Customer service positive attitude
Full Time position located in La Jolla, CA corporate office 8 : 00am – 4 : 30pm Monday through Friday.
Compensation
Pay rate of $25.00 - $30.00 per hour full-time employment paid on a bi-weekly basis.
75% Employer-sponsored health insurance is available after a 90-day probationary period.
1-week paid vacation accrual starting after 90-day probationary period.
Use of company issued laptop computer.
Use of company issued internet enabled cellular phone.
Use of Corporate office in La Jolla.
All supplies are provided by management.
Altman Apartments company will consider all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.
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