Administrative Support Specialist - Risk Management

Administrative Support Specialist - Risk Management Department

SUMMARY OF FUNCTIONS: The Risk Management Support Specialist serves as the systems support administrator for both the corporate Risk Management Department & Resident Services Department. In this position, the qualified candidate will provide internal support across both departments, coordinating and monitoring programs and initiatives that support safety measures and eliminate risk for our apartment communities.

This role requires a detail-oriented individual who excels at organizing and maintaining systems. Organizational skills, auditing, critical thinking, attention to detail and the ability to effectively communicate and collaborate across multiple departments and regions required.

ESSENTIAL FUNCTIONS: Responsibilities include but are not limited to:

• Answering telephone calls and emails and redirecting when necessary to the appropriate party.
• Daily administrative responsibilities to maintain maintenance platform, including adding and removing users, updating property details, auditing inspections and assisting with Help Desk tickets.
• Scheduling meetings and appointments with Legal Counsel as needed. Preparing and distributing correspondences as directed.
• Updating, organizing and maintaining Insurance Claims and Lawsuit Logs on a weekly basis.
• Following up on internal incident reports for additional information when warranted and/or requested.
• Gathering and distributing quarterly reports from the maintenance platforms on a cadence.
• Following up on internal incident reports for additional information when warranted and/or requested.
• Processing and handling requests for various recurring and one-off projects as required.
  
  

Education, Experience, & Skills Needed

• Minimum 2 years professional experience, ideally in a coordinator role or handling incident reports.
• Business related degree or equivalent preferred.
• Property management experience preferred.
• Proven experience in project management and organization.
• Relevant product and industry knowledge.
• High degree of proficiency in PowerPoint, MS Word, and Excel.
• Superior administrative skills and attention to detail. Clear communication, written and verbal.
• Display superior interpersonal skills.
• Ability to multi-task, be resourceful, adaptable and remain calm under pressure.
  
  

ORGANIZATIONAL RELATIONSHIPS: The position reports directly to the Director of Risk Management & Insurance with input from the Directors of Resident Services and Senior Vice President.

ATTENDANCE/TRAVEL REQUIREMENTS: This position is exempt from overtime and may entail working hours as needed to perform the position requirements satisfactorily. Overnight travel may be required.

Transportation: Must have a reliable vehicle to fulfill all the job’s functions. Must have proof of liability insurance for same. Bondable and valid driver’s license required.

SUPERVISORY RESPONSIBILITIES: No

FLSA STATUS: Exempt

PHYSICAL DEMANDS: Must be able to perform the physical functions of the position, which may include but are not limited to: Must be able to see, hear, talk, sit, stand, walk, reach, climb, stoop, kneel and crouch. Must be able to lift a minimum of 60 lbs.as needed.

COMMUNICATION: Must be able to communicate effectively both verbally and in written form with Senior Leadership team, Regional Managers, corporate team members, and outside vendors etc.

LANGUAGE SKILLS: Ability to read, write and verbally communicate in English.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE: Bachelor’s degree in business or any related field from an accredited institution. Two years’ experience as a coordinator or in the multi-family property management industry required. Demonstrates commitment to deliver outstanding customer service. Experience with project management required.

SKILLS: The position requires the ability to deal well with people and exhibit strong organizational skills.. Knowledge of the Multi-family industry preferred. Intermediate MS Word, Excel, PowerPoint and Outlook skills required.

REASONING ABILITY: Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.

MATHEMATICAL SKILLS: The position requires the ability to perform advanced business mathematical functions.

COMPUTER SKILLS: Microsoft Word, Microsoft Outlook, Microsoft Excel, Yardi Voyager knowledge preferred.

PRE-EMPLOYMENT TESTING: Successfully complete pre-employment psychological and basic skills exam, including interest patterns. Pass drug test and background check requirements.

PERSONAL APPEARANCE: Dress, grooming and personal cleanliness standards contributes to the business image of Hawthorne Residential Partners. During business hours or when representing the company, you are expected to present a clean, neat and tasteful appearance. Refer to Employee Handbook for complete Personal Appearance Guidelines.