What are the responsibilities and job description for the Administrative Assistant - RPM position at Hignell?
Summary :
The Administrative Assistant assists with the administration of the day-to-day operations of the functions and duties of the Property Management Department and the Residential Property Management Department. The Administrative Assistant provides administrative support to Portfolio Managers and Resident Managers as needed, creating a professional and welcoming environment for staff and clients, and demonstrating strong attention to each detail of the work day.
Essential Functions :
- Performs tasks at the direction of Portfolio Managers and Resident Managers.
- Serves as administrative assistant to Portfolio Managers and Resident Managers; formats and types correspondence, forms, and reports, including weekly vacancy reports; composes routine correspondence; complies data for reports; takes and transcribes meeting minutes; prepares agendas and meeting notices; schedules meeting; provides other support as requested.
- Provides exceptional customer service; receives and directs incoming calls from residents, resident managers, assistant resident managers, vendors, rental references, sales, etc.
- Maintains vacancy reports; department calendars; email reminders to resident managers and assistant managers; reviews reports for discrepancies; maintains updates related to all properties.
- Assists resident managers and assistant managers in preparation and service of three (3) day notices and other legal forms; informs Portfolio Managers of any legal action required by monitoring incoming and outgoing paperwork and communications to / from attorney.
- Participates in weekly on-call coverage.
- Assists Portfolio Manager and Resident Managers with various research projects and / or special projects.
- Maintains information and make copies for RPM Department and properties.
- Ensures confidentiality of designed materials. Models appropriate and cooperative behavior and uses tact in dealing with sensitive materials.
- Answers incoming phone calls and provides a wide variety of information to staff, residents, and others; directs inquiries as appropriate; answers procedural questions; takes messages.
- Organizes and maintains a variety of files, including legal matters; track deadlines; ensures confidentiality of designated materials.
- Plans and coordinates resident manager meetings.
- Maintains information and tracks clerical supply distribution for all resident managers and billing invoicing for items provided.
- Monitors and tracks RPM credit card usage and invoices processing.
- Provide break coverage for the Receptionist.
- Sorts and distributes invoices.
- Regular attendance.
- Travel and work overtime as required.
Other Functions :
Mental and Physical Demands :
Core Competencies / Qualifications :
