Housing Administrative Coordinator

About us
Tryfacta is a leading, nationally renowned Workforce Management Solution provider for private &public sector firms across the US. We specialize in Healthcare, IT, Business Support, and Professional & Craft/Light Industrial ecosystems.
Founded in March 1996, we have a presence in all 50 States. Tryfacta has Ranked number 1 as one of the fastest-growing companies by Inc. Magazine (Inc. 5000)!
Tryfacta is certified by the Joint Commission for Healthcare Staffing Services & has numerous ISO Certifications that capture our commitment to continuous improvement.

Summary
Tryfacta is seeking a Administrative Coordinator for our client in Cincinnati, OH 45214 This is a temporary contract assignment. If you meet the qualifications listed below and are interested, please Apply Now!

Job Title: Administrative Coordinator
Location: Cincinnati, OH 45214
Shift Timing: First shift 8-4:40 Monday- Friday
Duration: Long-term assignment

Responsibilities for this position include, but are not limited to:

• Maintains all tenant, contractor and property files and documentation including leases, insurance certificates, and invoices., etc.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external partners on a range of issues; organizes and facilitates meetings, conferences, and other special events, as required
• Explain policies and rules in an understandable manner. Answer questions and work to resolve resident complaints whenever possible. Assist residents with completing forms, requests for keys, lock changes, problems with neighbors.
• Collects, enters and updates data to maintain department records and databases; establishes and maintains files and records in the required electronic management system
• Monitors and coordinates accounting activities as needed, and prepares internal reports for management; participates in budget planning and monitoring; coordinates and oversees the purchasing and management of office supplies and equipment
• Monitors vendor contracts and coordinates with appropriate parties to determine contract renewal disposition; receives and reviews vendor invoices; ensures proper documentation is received to process vendor payment in a timely manner; coordinates and handles any discrepancies in the payment process.

• Promotes and maintains positive relationships with tenants with prompt attention to service requests. Submit proper paperwork to set up excess utility billings and charges to residents as needed and credits to accounts. Check rent roll to confirm accuracy of payment amounts prior to accepting any rent payments. Remove accounting processes rent
• Assists with planning and logistics for tenant communications and events
• Assist in leasing apartments. Prepare packets of information for prospective customers. Show the apartment, emphasizing amenities, services available in the community, schools, churches, etc. Work closely with prospective clients to lease the unit. Review the terms and conditions of the lease, calculate security deposits/prorate rents, review procedures for garbage collection, etc. with each new move-in.
• Perform move-in inspections in the units, and process work orders as needed. (Ultimately signs lease and explain all rules and regulations to residents and securing signatures in all necessary documents).
• Routinely walk or drive the grounds of the property and/or common areas. Speak to residents or issue lease violation notices concerning trash, broken windows and screens and other issues, which detract from the curb appeal of the property.
• Follow up if items are not addressed timely or in the case of repeat lease violations. Refer the resident to management for possible legal action.
• Set up and maintain confidential files for each household. Assist in compiling information for monthly management reports, and assist in maintaining statistical data. Review vacancy reports every day to stay abreast of available units, verify accuracy of report, process necessary corrections.
• Gather appropriate data to process annual and interim re-examinations for residents reporting changes of family composition and/or income status.
• Assists in the coordination, supervision, and completion of special projects as needed;
• Assist with file preparation at site level as needed.
• Perform additional duties as assigned

To be considered for this position, you should have: [Skills, Education, or Experience
Desired Qualifications

• • Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as residents, external clients and vendors;
  • Must have the ability to manage a variety of assignments simultaneously.
  • Ability to work in a fast-paced environment and prioritize multiple tasks.
  • Excellent writing skills with a comprehensive knowledge of composition, grammar, punctuation and spelling;
  • Demonstrated ability to maintain confidentiality; and
  • Demonstrated knowledge of PC-based software applications (Microsoft Word, Excel and Outlook)

Education/Experience/Certifications

• Associate degree in business management or a related field or an equivalent combination of education and experience;
• Five (5) years administrative support services experience

Prefered Qualifications

• Must understand and be able to explain to others the terms and conditions of the lease, criteria for admission into the affordable housing program as well as other property rules and regulations.

Physical Demands and Work Environment

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to sit or stand for eight hours while performing essential work duties. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must be able to perform essential job functions in an environment that could have increased stress levels.

Other Important Note

• The candidate must possess and maintain a valid driver's license in state of residence, and maintain an insurable driving record under the terms and conditions of the CMHA auto liability policy. The candidate may have no more than 6 accumulated points in 3 consecutive years.

Tryfacta is an Equal Opportunity/Affirmative Action Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.