Administrative Assistant

Responsibilities

Are you a detail-oriented professional with a passion for organization and top-tier service? Join us as an Administrative Assistant, where you'll support the General Manager in ensuring smooth operations and a welcoming community. From managing finances to assisting residents, your role is key to upholding our promise: "Expect More At Home."

As an Administrative Assistant, you will play a key role in supporting the General Manager to uphold our brand promise, "Expect More At Home," by efficiently managing the administration of assigned rental and / or condos. This role involves a variety of responsibilities, including accounts receivable and payable activities, rent collection, billing, data entry, and general office management. You will also take on special projects, maintain organized files, order supplies, and occasionally assist with leasing apartments in the absence of a leasing agent. All tasks will be performed in alignment with RMC policies and procedures.

Key Responsibilities include:

Office Administration

• Maintain regular office hours as directed by the General Manager.
• Keep accurate and current tenant data, including updating the tenant roster as per regional procedures and ensuring the front desk has the latest copy.
• Organize and maintain efficient filing systems for all site administration, such as owner files, vendor files, inventory, operational procedures, work orders, and accounts receivable, in collaboration with the Resident and General Manager.
• Prepare and process various communications, including memos, letters, and insurance incident reports.
• Foster strong working relationships with the building the Resident Manager and building staff.
• Prepare incident reports, create and distribute violation letters, and conduct follow-up on occupancy changes or unauthorized pets, following RMC and regional procedures.
• Ensure timely execution of all required registrations and certifications for the site.
• Monitor and address unauthorized pet issues and violations.
• Answer phone calls, manage office organization, and order supplies.
• Assist with special projects as assigned, including preparing lease renewal paperwork and managing rentals and paperwork for rentable spaces.
  
  
  

Resident / Owner Relations:

• Serve as a liaison between residents / owners and building management and the Board of Managers to maintain a positive relationship.
• Handle resident / owner complaints promptly, diplomatically, and professionally, ensuring swift follow-up on all issues.
• Review work-order records and coordinate with the Resident Manager on work-order status to address tenant inquiries.
• Communicate extermination schedules and other maintenance services to tenants.
• Manage owner resale, refinancing, and alteration requests in accordance with Board requirements, including coordinating with the Board-appointed Engineer and tracking compliance with alteration agreements.
  
  
  

Accounts Receivable:

• Collect cash receipts (check/money orders for condo owners; MasterCard accepted for rental residents) and maintain up-to-date records on Yardi/RealPage.
• Process regular and timely deposits.
• Ensure accurate tenant billing through proper processing of charges in the Yardi/RealPage system, making necessary adjustments as per RMC procedures.
• Review and verify accuracy for all accounts receivable reports, including Delinquency, Rent Roll, and GPR reports.
• Create monthly open items reports in line with regional procedures.
• Assist with legal cases and court appearances as needed, coordinating with the General Manager and Regional Manager.
  
  
  

Accounts Payable:

• Develop and maintain positive vendor relationships in collaboration with the Resident Manager and General Manager.
• Process vendor invoices promptly following RMC procedures, including managing petty cash and postage.
• Maintain updated vendor files on-site and accurate petty cash records in compliance with operational procedures.
• Manage the Accounts Payable system by forwarding coded invoices promptly to the Accounts Payable Department.
• Ensure all expenditures exceeding staff limits are approved by the General Manager before commitment.
  
  
  

Join our team and help us deliver exceptional service and a welcoming home environment for our residents.

Compensation:

$60,000 to 70,000 Annual Bonus

Benefits:

• Comprehensive Medical, Dental, Vision, Life, Disability & Flexible Spending Accounts
• Paid Time Off & holidays
• 401(K)
• Tuition reimbursement
• Robust modern fertility program
• Incentive bonus program
• Commuter benefits
• Employee Assistance Program & more!
  
  
  

#RMC

#LuxResiServices

Qualifications

QUALIFICATIONS

Education and Experience:

• High school diploma or equivalent required; an associate’s or bachelor’s degree is preferred.
• Previous experience as an administrative assistant or in a similar role, ideally in property management or real estate.
  
  
  

Skills and Competencies:

• Strong organizational and multitasking abilities.
• Proficiency in office administration and management, including maintaining files, managing office supplies, and coordinating special projects.
• Experience with accounts receivable and payable processes, including billing, rent collection, and vendor management.
• Familiarity with property management software (e.g., Yardi, BILT, Rent Café, Ariba) for data entry, billing, and maintaining tenant records.
• Excellent communication and interpersonal skills to handle owner relations and work collaboratively with the General Manager and Resident Manager.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong problem-solving skills and attention to detail, especially in managing tenant inquiries, work orders, and legal documentation.
  
  
  

Please note that Related has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, Related employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Overview

Related Management Company (RMC) is the leading innovator in managing real estate as an owner/operator. There is strength in numbers - RMC operates hundreds of properties in 22 states and Washington, D.C., providing our employees with unparalleled growth opportunities. Our portfolio includes affordable, workforce, market-rate, and luxury housing. We are passionate about exceeding quality expectations in every single asset class. As a subsidiary of Related Companies, we’ve been at the forefront of sustainability too, with most of our new developments pursuing LEED Silver certification or higher.

At RMC, we Welcome Everyone. It is our mindset that welcomed employees invoke welcomed residents. When you work here, you’re encouraged to be your best, authentic self. With persistent focus, we are strengthening internal mobility, employee engagement, and investing in leadership development to continuously improve the employee experience.

Related is an Equal Opportunity Employer

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