Administrative Assistant

Job Title: Administrative Assistant

Full-time

Division: Property Management

Why Evergreen

At Evergreen, we’re not just about managing properties; we’re about transforming communities and improving lives. Our team is pivotal in creating spaces where residents feel at home and thrive. Joining Evergreen means being part of a supportive, mission-driven team dedicated to making an impact in affordable housing. Here, your role matters, and your growth is encouraged.

Reports To: Property Manager or Assistant Property Manager

Summary: The Administrative Assistant supports the Property Manager in overseeing office and administrative tasks to ensure seamless property operations. This role is key to creating an organized, efficient, and welcoming environment for residents and team members.

Note: An Illinois Real Estate Leasing Agent License is required for this position. If not currently licensed, new hires must obtain their leasing license within 90 days of their start date.

Key Responsibilities:

Resident Services

• Facilitates new resident orientations and fosters positive resident relations.
• Handles resident questions, concerns, and feedback professionally and compassionately.
• Supports resident council initiatives and events.
• Participates in promoting and protecting the reputation of the community and Evergreen through positive interactions and exemplary service.

Compliance and Policy Adherence

• Conducts all work in alignment with company policies and federal/state regulations, including Fair Housing, ADA, OSHA, and Fair Credit Reporting Act standards.

Administrative Support

• Assists with payroll coordination, including managing employee timecards.
• Supports the implementation and enforcement of HR-related tasks and policies.
• Maintains organized records of correspondence, vendor files, warranties, and insurance certificates.
• Serves as the primary point of contact for residents and visitors, answering phones, distributing parking stickers, and assisting with resident inquiries.

Financial Duties

• Collects rent and fees, prepares deposits, and ensures accurate daily entry into the property management system (OneSite).
• Issues notices for late fees, returned checks, and other administrative actions.
• Inputs accounts payable into OneSite and submits documentation to the corporate office.

Leasing and Resident Engagement

• Assists with maintaining the property waiting list and conducting market surveys.
• Prepares and organizes leasing packets and assists with move-ins.
• Provides property tours to prospective residents as needed.

Office Management

• Manages office supplies and ensures the work environment remains efficient and welcoming.
• Coordinates special events and social activities at the property.

Maintenance Coordination

• Logs resident maintenance requests in OneSite and ensures timely distribution to maintenance staff.
• Respond to emergency requests promptly and communicate urgent issues to the Property Manager.
• Monitor unit turnovers and inspect units as assigned.

Community and Owner Relations

• Attend meetings with owners or their representatives and present a positive, professional image of the community.

Safety and Security

• Reports liability incidents and workplace injuries immediately.
• Assists with property safety checklists and collaborates with maintenance staff to meet safety protocols.

Qualifications:

Education and Experience

• High school diploma or GED required.
• 1-3 years of relevant administrative experience or a combination of education and experience.

Skills and Competencies

• Customer Service: Proactively responds to resident and team member needs empathetically and professionally.
• Communication: Clear and professional written and verbal communication skills.
• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Problem-solving: Identifies challenges and develops practical solutions.
• Technical Proficiency: Familiarity with property management software (e.g., OneSite) and Microsoft Office Suite.

Additional Requirements

• Ability to understand and apply compliance regulations.
• Comfortable working in a fast-paced, team-oriented environment.
• Ability to adapt to changes in processes and business practices without diminishing performance.
• Must be able to lift and move up to 25 pounds regularly and up to 100 pounds occasionally.

Work Environment: This role is based on-site at the property and involves a mix of desk work and active property inspections. The work environment includes interacting with residents, addressing issues promptly, and contributing to a collaborative, service-oriented atmosphere.

Why Join Us: Evergreen isn’t just a workplace. It’s a community of people who care deeply about making a difference. As an Administrative Assistant, you play a key role in ensuring our properties are more than just buildings; they’re homes. Your contribution helps build trust, elevate resident experiences, and support our mission to transform communities and improve lives.

Join Evergreen and be part of something bigger. A place where your skills and dedication create meaningful impact.

Job Type: Full-time

Pay: $17.78 - $18.88 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Newport News, VA 23603 (Required)

Ability to Relocate:

• Newport News, VA 23603: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $19