Administrative Assistant - Arlington, MA.
Job description
The Administrative Assistant must possess sufficient office skills and aptitudes to perform a variety of functions relating to the administration of the Management office. The Administrative Assistant maintains constant and open communication with the Property Manager. All information pertinent to resident occupancy status must be reported immediately to the Property Manager. Such things include, but are not limited to: terminations, dissatisfied residents, satisfied residents, requests for unusual services, requests for permission to pay rent late, changes in family sizes, disturbances by residents or guests, etc., as well as other duties as assigned. Will be required to abide by all Corcoran Jennison Handbook Policies and Procedures, as revised from time to time.
Position Responsibilities:
Prepare and coordinate the executed lease and verify that all documents are in order with necessary signatures and/or authorizations.
Coordinate with Marketing, if applicable the preparation of welcome package and a letter for Property Manager's signature.
Set up process and maintain new tenant files in accordance with property filing system.
Prepare move-out reconciliation form for Property Manager's approval to remove vacating tenants from computer system.
Maintain and track vendor Certificates of Insurance, Contracts and Scope of Work.
Maintain security access system, if applicable, issue security/access cards, per tenant authorizations.
Update tenant listing information for the office.
Assist Manager by preparing all invoices for tenants for miscellaneous charges and/or damages.
Subsequent to deposit and posting, review with Property Manager: Unpaid accounts by the l0th of
Open Mail and process all bills for payment according to established procedures, including coding of check requests and submit to Property Manager for approval.
Answer office telephone. Open and sort daily mail. Upkeep of demographic records. Update any unit lists annually, and assist in the monthly newsletter. Greet applicants and residents and respond to inquiries.
Process maintenance service requests from residents. Work orders are to be written up completely and accurately, according to established systems.
Keep key cabinet and key system of all security doors, apartment doors, clubhouse and utility areas in good order and up to date.
Overall responsibility to ensure proper and accurate information is entered into Property Management Software.
Maintain accurate records on vacancy and turnover of subsidized units. Fill vacancies from waiting lists and/or according to approved guidelines. Coordinate with rental staff information on vacancy and turnover of market units, so that the management office has clear and complete vacancy picture at all times.
Coordinate and schedule the reservation of clubhouse by residents. Follow established policies for collecting deposit and distributing keys. Inspect the condition of the clubhouse after use, before returning deposit.
Make regular trips to local post office, printer, etc., as required for site business.
Provide manager with support in preparation of governmental and owner reports.
Other related tasks or special projects may be assigned by the Property Administrator as necessary.
Required Qualifications
High School Diploma
Business applications – knowledgeable and skilled in Microsoft Office.
Some Property Management experience desirable 1-2 years
Physical and Other Demands:
Being on foot, bending, stooping, squatting, kneeling, climbing stairs and ladders, pushing or pulling, reaching above shoulder height, grasping, gripping, turning, lifting and carrying 1-25 lb. items, performing general and detail observation, working at above ground height, using finger dexterity, operating equipment or tools, following instructions, reading and/or comprehending manufacturer’s and product label directions, communicating with other staff members, working indoors, and using adequate vision and mobility.
Writing to complete reports and requests, observing things clearly beyond an arm’s reach, lifting and carrying of items weighing 25-75 lbs., and driving vehicles.
Working outdoors in all conditions, lifting and carrying (with assistance) items weigh 75-150 lbs. Other requirements as requested.
Vision requirements, as appropriate, to observe areas needing attention/correction. Read Cautionary labels, respond to written instructions from staff. Ability to see things clearly beyond arm’s reach. Observe and assist maintenance, observe problems throughout property.
Hearing requirements not essential. Ability to hear to receive instructions from management. Written instructions acceptable.
Must be able to speak and communicate clearly in English.
Position requires ability to work indoors.
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Job Overview
Reports To: Property Manager
Date Posted: 01/05/2024
Location: Arlington, MA
Experience: 1-2 Years
Qualification - Highschool Diploma or Equivalent