Job Description

Service Description:

The administrative assistant position is the backbone of each office. Without a congenial disposition, attention to detail, ability to multi-task, and expert organizational skills, the office work flow for all team members can easily fall behind and out of sync.

Requirements:

• Working vehicle transportation
• Cellular Telephone with email receiving capabilities and professional voicemail
• Submit to criminal background and credit check as well as verification of references

Admin Assistant Roles & Responsibilities:

• Conduct all real estate activities in accordance with the Local, State & Federal Real Estate laws and guidelines. 
• In accordance with GWM SOP’s, assist in the day to day operations of the assigned office portfolio
• Oversee and maintain organization and proper distribution of all documents and files
• Maintain excellent communication standards between GWM and clients/customers.
• Assist staff in solving complex Landlord/Tenant and Property issues.
• Carry out any additional tasks as assigned by Portfolio Manager or Senior company personnel.
• Ensure all legal or Administrative complaints are forwarded to the Broker in a timely manner.
• Focus on the tracking and reporting of Portfolio Key Principle Indications (KPI’s):
• Leasing and Renewal
• Unit Vacancy & Property Turnover
• Management Fee collection

Key Position Tasks:

• Office Support
• Assist the Office Manager in day to day office tasking and organization.
• Assist the Property Manager in Landlord-Tenant updates and client service.
• Assist the Leasing agent in Tenant screening, placement & move-in process.
• Coordinate with Headquarters staff including Maintenance and Accounting department to solve both basic and complex day to day issues.

• Answering Phone Calls
• Screen all calls and pass along messages to the appropriate staff member.
• Answer base level questions from prospective Tenants inquiring about available property.

• Disbursing Notices and Messages 
• Assist manager in sending and tracking all notices.
• Assist manager in coordinating, scheduling & tracking all turnover repairs.
• Assist manager in sending and tracking all HOA and Lease Violation Notices.

• Filing System (Paper & Electronic)
• Tenant files – updated with all pertinent information including leases, applications, walk-thrus, notices, appropriate documents.
• Owner files – updated with all pertinent information including management contracts, property profiles, W-9, year-end statements, and conversation log.
• Organize and maintain GWM operational files.

• Rent Collection
• Assist Property Manager in rent collection duties
• Rent Roll and small balance tracking
• Initial leasing fee and security deposit collection

• Data Accuracy
• Keep an updated Tenant and Owner contact information file
• Keep an updated Employee contact information file
• Data accuracy should be maintained both with paper and electronic files
• Assist with listing properties and passing along the appropriate information for properties for rent or for sale.

• Appfolio Management Systems Operations
• Utilize company property management software to conduct all Tenant/Landlord/Employee records.
• Use Appfolio to update all Landlord and Tenant user portals in order to give updated information regarding notices and violations of the property.
• Stay current and educated on Appfolio updates and system tools.

• Maintenance and Repairs
• Assist maintenance in ordering and following up on all repair requests.
• Assist manager in tracking outstanding turnover/maintenance items.
• Assist manager in making sure Landlords are kept abreast of all major issues pertaining to their property with respect to turnover and violation notices.
• Assist in monthly property inspection scheduling.

• Miscellaneous 
• General maintenance and upkeep of the office space.
• Mail collection from the post office box.
• Manage office inventory and ordering process.
• Kitchen clean up and morning/afternoon prep/take down.

Compensation:

• Schedule: Hourly: Mon- Friday 8am – 5pm;
• Compensation: $20.00; Per hour

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