Regional Administrative Assistant - New Rochelle

As Regional Administrative Assistant -New Rochelle, you will be responsible for assisting the PMs at Stella and 25 Maple with the day-to -day data management and communication with on-site and property staff.

Essential Functions:Position will perform varied duties to include but not limited to:

• Provide administrative support for property managers of 25 Maple and Stella and Director of Operations
• Prepare weekly/bi-weekly staff payroll
• Administer paper and digital files, keeping ALL records well-organized and easily retrievable for management team
• Manage onboarding of new vendors ensuring that all required documents are completed correctly and are up to date. Create short form contracts based on vendor proposals and ensure that all appropriate parties sign them
• Process checks, rental payments, security deposits. Process invoices for payment, handle tenant security deposits, and rent collection. If required, inspect property and units,
• Account Payables: Code vendor invoices and submit them for approval and payment. Maintain a monthly expense budget spreadsheet for reference in the event of any discrepancies
• Accounts Receivable: Assist property managers to proactively manage resident arrears and pursue appropriate acti ons. Maintain status report of tenants in legal
• Manage stock supply inventory for the management office and concierge
• Assist the Property Manager to curate a unique move-in experience for incoming residents
• Assist in process of on-boarding new residents, including welcome letters, rental applications and status updates, and process security deposits and first/last months' rent
• Process new resident move-ins in Yardi, confirm with residents that all required documents are submitted,
• Perform resident move-in orientations and ensure apartment is ready for residents' confirmed move-in dates
• Effectively respond to questions from manager(s), employees, and vendor contacts
• Assist with maintaining resident retention, renewal process & move out process
• Manage communication with residents, prospective applicants, staff, and corporate office
• Present a strong in person/phone presence, answer calls, communicate effectively with residents and prospect walk-ins
• Manage permit process for on-site and off-site parking facility. Maintain status report. Manage process of obtaining permits from City of New Rochelle. Maintain parking matrix for both On-site and New Roe garage. To be sent to TMD weekly
• Manage residents' amenity reservations, including confirming/booking desired date/time of events and adding required fees to their ledger
• Assist in the planning of staff engagement events
• Provide Concierge coverage when there is limited staff on-site
• Going forward will spend a portion of your time at 25 Maple
• Any other delegated tasks assigned by the Senior Property Manager or Director of Operations
• Occasionally may be asked to work on an evening or a weekend
• Manage the general property email box/invoice email box
• Check USPS mail boxes for Leasing/Management mail
• Assist with property inspections/walks
• Assist with inspection of units as they are made ready
• Assist with resident retention event planning *this may require work on late evenings to attend /host resident events
• Process initial certification for new affordable move ins
• Process recertification for affordable units
• Support Property Manager with preparing for State Inspections

Requirements:

• High School Diploma or GED equivalent
• Low Income Housing Tax Credit Certification (REQUIRED)

Goals/Training:

• Complete Yardi training and onboardings
• Process initial certification and recertification for affordable units
• Continue to expand your responsibilities so that you can grow into an Assistant Property Manager

Language Skills:

• Ability to read, write business reports, and correspondences; comprehend and communicate Company regulations, policies and procedures. Ability to effectively respond to questions from manager(s), employees and vendor contacts

Schedule: Tuesday - Saturday (8 hour shifts)

Salary: $65,000.00 per year

Job Type: Full-time (in-person)

Pay: $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

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