Administrative Assistant
 
Reports to:                 Director of Operations
 
Department:               Property Management
 
Supervises:                 N/A
 
Employment
Status:                         Part Time/Non Exempt
 
Overview:                This position is responsible for assisting in the general management of an owner’s property and budget, Resident Managers, Team Leaders and tenant relations  
                                               
Essential                    
Job Functions:                 
 
 

1. General
2. Strong Excel and Microsoft Office skills
3. Calendar/Scheduling
4. Properties
5. Assist Operations department as they oversee owner’s portfolio of properties
6. Help schedule all city and state mandated inspections.  (Bank, section 8, health code violations)
7. Facilitate routine inspections of buildings to ensure rules of building and safety are upheld and resident managers are upholding house rules
8. Occupancy
9. Assist Operations department to ensure full occupancy by recruiting and maintaining qualified tenants by performing the following, including but limited to:
10. Review applications and interview applicants
11. Research effective advertising techniques (website, Craigslist, newspaper, office rental listing, television, radio, internet, billboards, benches, inside buses, street signs, mailing to companies in the area, ads on top of Swami roof, AoA, etc.)
12. Update Swami website vacancies, cross check to ensure accuracy
13. Coordinate with Front Desk Administration to ensure vacancies are posted through advertising techniques
14. Resident Managers and Team Leaders
15. Assist with day to day communication with Resident Managers and Team Leaders regarding weekly status reports, delinquencies, tenant issues, notices, etc.
16. Assist with the completion of legal forms and fair housing training
17. Assist Team Leaders respond to outstanding Resident Manager and tenant disputes
18. Respond DAILY to phone calls, emails, etc. from resident managers needing assistance
19. Tenants
20. Create work orders to distribute to maintenance department
21. Conduct move-out statements within 21 days: walk thru with tenant and resident manager, charge back damages to unit (including but not limited to late fees, unpaid rents, pro-rations, tenant charge backs, etc)       

 
 
 
                                         
 
 
 
Collateral
Duties                       1.      Perform other tasks and special projects as required.
 
 
Requirements:                 
 

1. High School diploma or GED required, higher degree preferred
2. Minimum 3 years experience as administrative assistant, preferably in real estate, property management or similar industry;
3. Ability to type 50 wpm;
4. Must be punctual and reliable;
5. Must be flexible with work habits and work schedule;
6. Must be available to work weekends as needed;
7. Bi-lingual in Spanish and English a plus;
8. Strong computer proficiency, including WORD, excel and Access;
9. Strong command of internet research and navigation;
10. Excellent written/verbal communication skills, including the ability to express thoughts clearly and exchange information to others;
11. Must possess strong business correspondence skills including the ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy;
12. Ability to interface with all levels of individuals, both internally and externally, in a professional manner including tenants, co workers, resident managers and management;
13. Ability to multi-task and complete projects on time while handling multiple interruptions and adjustments to priorities throughout the day;
14. Ability to maintain good working relations with clients, vendors, co workers and upper management;
15. Ability to maintain confidentiality with documents and files.
16. Team player, with strong work ethic and hands-on experience;
17. Ability to exercise independent judgment and decision making;
18. Experience handling conflict resolution in a tactful and productive manner;
19. Strong organizational and time management skills;
20. Able to work in a fast-paced environment with heavy deadlines;
21. Must be highly adaptable to meet unexpected changes and delays;
22. Ability to learn new software and implement use
23. Some walking, standing, bending required;
24. Required travel outside the office

 
 
 
 
Qualifications:             To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
 
I have read the above job description and understand that these are the duties and responsibilities expected of me in this position.  I further understand that employment with Swami International is at-will and that either party may terminate the employment relationship for any reason with or without notice.