Job Description
Job Description
Title : Property Administrator
Reports To : Supervising Staff
Department : Property Management
Position : Full-Time
FLSA Status : Non-Exempt
Date Adopted : December 15, 2021
Position Summary :
This position supports the property management team of a diverse portfolio of senior buildings with various housing programs including Public Housing, Low Income Housing Tax Credit, Multi-Family, Congregate Housing, Project-Based Voucher Housing and Condominiums. This position serves as the primary contact for residents, applicants, and the public.
Essential Duties and Responsibilities :
Property Administrator
- Welcomes, directs, greets, and assists all guests and residents in a professional, courteous, and friendly manner
- Answers, screens, and forwards incoming calls accordingly
- Receives and sorts daily mail, deliveries / couriers as needed
- Distributes initial documentation to applicants including background screening release forms
- Provides a variety of administrative support, including but not limited to work orders, intent to vacate forms, and parking management
- Coordinates resident communication for the scheduling of routine extermination treatments and as-needed treatments
- Generates standard forms, such as rent statements, ledgers, and leases
- Scan leases for all new residents
- Distributes resident notices
- Uploads new files and annual recertification's to FileVision
- Distributes minutes to Condominium Homeowner’s Association following scheduled meetings
- Assists with file management for audit reviews
- Ensures office supplies are stocked as needed
- Assist with resident events and meetings as needed
Program Information
Communicates program information and requirements to residents and the general publicPrepares annual recertification packages for timely distribution to residents and schedules recertification appointmentsSchedules resident appointments as requestedAssists in creation of resident parking registersAssists in scheduling of quarterly and annual Condominium board meetingsReceives recertification documentation and verifies as neededMonitors incoming recertification documents to ensure file completion and prepares files for Property Management to process recertificationOpens and closes waitlist on Happy, downloads new applications weekly, screens for eligibility and places on waitlist. Creates applicant filesInputs applicants into FileVisionPulls applicant files, obtains screening authorization, runs background screeningSends offer / denial lettersSchedules hearings as neededCompletes preliminary processing of applicant files in preparation for leasingSends biannual rank letters and completes annual purgesOther
Takes the initiative to address and / or resolve complaints from residents and prospective residents. Follows-up accordingly to ensure problem resolutionAssist residents with electronic payment changes (i.e. ACH, Zego)Enters data and generates reports in property management database software system (HAB)Submits rent ledgers to housing attorney on a weekly basis as neededUpdates HAB legal status following late lettersFiles, maintains, and audits records filing system (hard copy and / or electronic) and protects confidentiality of required files, correspondence and activities ensuring compliance with adopted records retention policyCompletes monthly purge of outdated files and maintains online file management system for records retentionAssists residents through the entire process of vacating an apartment, including the completion, and filing of appropriate paperworkProvides administrative support in other areas of the Operations’ Division, as needed.The Office Administrator will be required to move between all buildings in the portfolioMay be required to perform other related duties as required and / or assignedKnowledge, Skills and Abilities :
Highly developed interpersonal skills with superior client-centered, positive, and professional customer service skillsStrong ability to communicate successfully with people from a broad range of backgrounds.Excellent ability to handle difficult situationsExcellent time management skills, with the ability to manage multiple priorities under time constraintsStrong ability to work effectively in a team environment or independently in a fast-paced team environmentAverage knowledge of Microsoft Office SuiteFluent bilingual skills strongly preferred in Russian or MandarinMinimum Education / Experience Requirements :
High School Diploma and a minimum of three (3) years of experience in an administrative, customer service-related capacity
Additional Requirements :
Successfully pass a drug test, background check and reference review
Physical Requirements :
Provided under separate cover
