Jobs Information

  • Description:

    An Administrative Assistant’s main purpose is to maintain accurate documentation of all Management Office details. They are responsible for documentation of receivables / payables / telephone calls / work orders and maintaining spreadsheets for any other projects assigned by Property Manager.

    Duties and responsibilities

    Accounts Payable – receiving / tracking all invoices to insure they are paid promptly and accurately. Review budget to insure costs are maintained within budget.

    Accounts Receivable – maintain accurate documentation of tenant’s rent payments. Create / deliver 3 Day Notices when necessary. Generate change orders for late fees or bill backs. Log collection telephone calls in Gold Mine.

    General Administrative Duties – Generate tenant memos, newsletters, holiday advertisements, etc... Answer / resolve tenant complaints. Insure all vendor contracts are current and signed.

    Generate / review rent rolls. Update all move-ins / move-outs promptly. Communicate with accounting to insure rent roll is accurate.

    Tenant move-in / move-out documentation – Prepare a move-in packet for new tenants. Insure all keys, security cards, signage and all pertinent details are delivered. Provide move-out package to accounting within 3 days of move-out. Ascertain if deposit should be refunded or if funds need to be withheld for repairs.

    Projects assigned by Property Manager – create spreadsheets / documents as needed to maintain clear communication

    Expected Outcomes

    Invoices paid promptly and accurately. If over / under budget – notify Property Manager.

    Maintain a spreadsheet, updated weekly, of tenant rent payments. Communicate to Property Manager any delinquencies, bad checks, etc… Notify Property Manager when 3 rd follow-up telephone call is to be made.

    Create / maintain a letter database with basic property needs. Generate specific letters / documents as needed. Insure communication is maintained between Property Management Office and tenants / vendors.

    Rent rolls should be accurate within one week of a move-in or move-out. Communicate any delays / problems to Property Manager. Print rent rolls as needed – minimum of one / month

    Good tenant relations established early and maintained throughout tenure. Needs anticipated and met upon move-in and clarified upon move-out.

    Maintain organized database of all documents required for property management.

    Key Measurement Areas & Metrics

    Familiarity with Excel, Microsoft Word and other database programs.

    Excellent verbal and written skills

    Organized / efficient usage of time. Develop methods / skills necessary to maintain accurate documentation of numerous areas in property management

    Ability to draft quality organized letters, reports, memos and news letters.

    Courteous, professional and respectful rapport with peers and subordinates.

    Maintain a positive, professional attitude.

    Education & Qualifications

    Minimum one (1) year experience in administrative assistant position.

    Strong computer literacy in MS Word, Excel, Outlook and Yardi

    High School Diploma, GED required Associates degree and / or equivalent combination of education and experience relevant to industry.

    Mathematical and reasoning skills and abilities – basic

    Microsoft office programs – advanced

    Yardi knowledge - basic

    Hartman Core Values

    We Create Value For Investors

    The Growth And Development Of People Is The Highest Calling Of Leadership

    We Are Accountable And Honor Commitments

    We Recognize And Celebrate Our Achievements

    We Honor God In All We Do By Operating The Company In A Manner Consistent With Biblical Principles

    We Play To Win

    We Care About The Customer

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  • Starts On: June 7, 2017, 11:42 a.m.