What are the responsibilities and job description for the Property Management - Administrative Assistant position at Quantum Real Estate Mgmt LLC?
General Responsibilities
Provide administrative and clerical support; Ensure that residents receive courteous reception and services; Handle all incoming calls in a professional manner; Meet and greet all visitors and the general public; Assist Management Staff with special projects, administrative tasks and other non-property management related work.
Essential Duties
- Maintain professional and courteous relationships with other staff members, current and prospective residents, and suppliers, vendors and professionals servicing the company,
- Act as receptionist for residents and visitors,
- Answer, direct and return phone calls as necessary,
- Type, distribute and file correspondence and resident certification paperwork,
- Schedule, coordinate and assist in preparation for meetings and miscellaneous projects as directed,
- Update and maintain all resident log books, phone lists, and emergency contact information,
- Stay well-versed in company policies and procedures,
- Take a lead role in understanding and updating all front desk emergency procedures and policies, as well as communicating any emergency policy changes to all other front desk employees,
- Process and complete residential applications in property management software program (Onesite),
- Maintain and update property(s) waiting list and waiting list applicant files,
- Contact waiting list applicants via mail when units become vacant or go on notice,
- Prepare and complete annual waiting list periodic assessments,
- Create, complete and close all maintenance tickets in property management software program (OneSite),
- Assist with Semi-Annual residential unit housekeeping and maintenance inspections,
- Manages office supply inventory by completing weekly inventory and recommending supply orders to Property Manager,
- Make bank deposits for property as needed,
- Ensure the safety, comfort and privacy of all property residents. Strive for good resident/management relations to retain desirable residents,
- Accurately complete assignments in a timely manner,
- Perform any other duties which may be assigned by Property Manager and/or Regional Property Manager.
