Office Assistant

Elevation Property Management 

Job Description 

Title: Office Assistant

Level: Hourly Part time

Location: Property

Reports to: Property Manager 

Status: Hourly, Non-Exempt

Position Summary: 

Elevation Property Management’s Office Assistant will be disciplined and serve with kindness. The Office Assistant assists the Property Manager in carrying out all facets of the community by managing the staff, managing the budget, preparing monthly close-out reports, processing invoices for payment, collecting rent, fees, and other payments, completing bank deposits, advertising, marketing and event planning and using the property management system to record, track, and report on all workings of the property. The ideal teammate will have the ability to be flexible, proactively communicate, have a natural curiosity to learn, exhibit a high degree of professionalism, and work well both in a team environment and independently.

Essential Job Functions:

• Completes the daily transactions and tasks related to the financial operation of the community by collecting and posting rent, fees, and other payments, preparing daily bank deposits, and processing invoices and payables.
• Operates the property management system (OneSite) and completes transactions by entering all required fields correctly and completing updates and back-ups to ensure the integrity of the system.
• Communicates with residents regarding outstanding balances, implements procedures for collecting delinquencies, and enforces the lease to maximize revenue.
• Reviews and submits invoices from vendors, contractors, and service providers for payment by reconciling work performed or products purchased and managing communication between the vendor/contractor, accounting, and the owner as needed.
• Promotes resident satisfaction and retention by responding to complaints, questions, and requests in a timely manner and taking appropriate action to resolve and address service issues.
• Organizing daily work to ensure the operation of the community remains in compliance with Company policies, procedures, and business practices.

• An integral piece during emergency situations such as ice/snow storms, hurricanes, tornadoes, fires and flooding.
• Must comply with all Fair Housing Regulations
• Completes various accounting, financial, administrative, and other reports and performs other duties as assigned as necessary

Education and Qualifications:

• High School Diploma
• Minimum 3 years experience in property management with a primary focus on multi-family (Class B & C properties) and affordable housing
• Proficiency in landlord-tenant law and Fair Housing Act
• Strong working knowledge of RealPage Onesite and MS Office (Excel, Word, and, Outlook)
• Excellent interpersonal communication skills, including the ability to motivate and lead a team
• Comprehensive understanding of marketing techniques for leasing

Organizational Responsibilities:

• Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to property operations and reporting violations or infractions to appropriate individual(s)
• Practices proper safety techniques in accordance with Company, property, and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s)
• Identifies areas for improvement and offers suggestions to improve the efficiency, productivity, and profitability of the property
• Keeps abreast of new trends and changes in the industry and area(s) of responsibility by attending internal and external training classes, apartment association meetings, and other events and accessing other, information sources

Knowledge, Skills, & Abilities:

• Must be kind, service-oriented, disciplined
• Must be self-motivated, flexible, and a team player
• Demonstrated ability to read, write, and communicate effectively to comprehend and complete legal documents, sell and explain apartment features, and answer questions about the property's operation
• Demonstrated proficiency in Internet, word processing, spreadsheet, and database management programs in order to complete required reports and employment documents. Strong proficiency in using property management software (One Site)
• Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percent in order to complete financial records, budgets, and other fiscal reporting information
• Demonstrated understanding of property operations and lease terms, and lease enforcement, including collections
• Employment history that demonstrates the application of property management, sales, marketing, and customer service background sufficient to assist in managing the day-to-day operation of an apartment community, resolve customer complaints and issues, complete financial records, documents, and reports, increase sales revenues, and coordinate the word of a team
• An innovative and solutions-oriented thinker with great organizational skills

Interpersonal Relationships

• Communicate by telephone, e-mail, and in-person discussions. They also write letters and memos, but less often.
• Have a high level of social contact. 
• Usually work as part of a team
• Substantially responsible for the work outcomes and results of their staff.
• Sometimes deal with conflicts among staff or with upset customers.

Work Performance

• Must be sure that all details are done and their work is exact. Late or unfinished projects could create problems for the company’s success.
• Repeat the same mental activities.
• Set most of their daily tasks and goals without speaking to a superior first.
• Must meet daily and weekly schedules.

Working Conditions

• Office Assistants will work in an office environment but also may have frequent exposure to outside elements where temperature, weather, odors, and/or landscape may be unpleasant and/or hazardous

Physical Demands:

• Team member must be able to physically access all exterior and interior parts of the property and amenities.
• Team member must be able to push, pull, lift, carry, or maneuver weights of up to twenty (20) pounds independently and fifty (50) pounds with assistance.
• Routine local travel may be required to attend training classes, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position

Hours/Travel

• Usually work a standard 20 - 25 hour week.

EEO Statement:

Elevation Property Management is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. Elevation Property Management is an equal opportunity employer and, as such, openly supports and fully commits to recruitment, selection, placement, promotion, and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state, or local laws.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  This is not considered an employment contract.