ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION

Reports to: Community Manager

FLSA Status: Non-Exempt. Position is eligible for overtime.

The Administrative Assistant will receive general supervision, direction and guidance from the Community Manager.

The Administrative Assistant will assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail and generally being a helpful and positive presence in the workplace. The Administrative Assistant must be professional, polite, and attentive while also being accurate. The Administrative Assistant should always be prepared and responsive, willing to meet each challenge directly, must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, the Administrative Assistant should have a genuine desire to meet the needs of others.

CRM Residential requires a background and drug screening as a condition of employment.

This position is eligible for a sign-on bonus of $300, disbursed according to the following schedule: an initial installment after 30 days of employment, a second installment after 3 months, and the remaining balance after 6 months.

Qualifications:

1. Education: High School diploma or equivalent education required.
2. Experience: Previous administrative assistant experience. Experience level may vary due to the special needs of the property.
3. Skills: The position requires the ability to deal well with people and get them to feel comfortable quickly. Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Attendance: Due to the property staffing limitations, it is extremely critical that the individual be able to work their scheduled hours plus any other hours necessary to complete the job.

Physical Requirements:

1. Stand and walk or sit alternatively depending on specific needs of the day.
2. Constant need to bend/stoop/squat, climb stairs, push or pull, reach above shoulder, filing, open/close doors/drawers, grasping/turning, writing/typing
3. Frequent lifting/carrying (paperwork, deliveries, files, miscellaneous) less than 20 lbs.

In addition, the position requires the following:

• Professional image
• Be able to multi-task
• Excellent communication skills and upbeat attitude
• Strong customer service orientation
• Good organizational and time management skills
• Strong administrative ability

The Administrative Assistant duties may include but are not limited to the following:

1. Comply with established policies and procedures and not take any actions to such guidelines without authorized approval.
2. Telephone calls should be handled professionally and in a prompt manner.
3. Resident selection and orientation will follow the HUD Manual and the Community Realty Management Occupancy Manual. Resident files will be maintained and organized according to the CRM Residential Occupancy Manual.
4. Leasing of vacant apartments will be conducted in an expeditious manner per company policy striving for 100% occupancy.
5. All certifications and recertifications will be conducted by following the HUD Manual.
6. Maintain the waiting list according to the HUD Manual. All applications will be added to the waiting list and processed in a timely manner.
7. EIV and TRACS will be utilized according to HUD protocol.
8. Work orders will be written immediately and processed for the maintenance department.
9. Assist management on required paperwork for new move-ins, move-outs, recertifications and other HUD required paperwork.
10. Collect rent and other payments on a daily basis and prepare for deposit.
11. Prepare computer reports periodically required by CRM Residential and file accordingly.
12. Assist residents with various local social services and other related agencies.
13. Assist Community Manager in court when required.
14. Assist Community Manager with newsletters and other marketing material.
15. Contribute to resident satisfaction and the achievement of property goals

Job Descriptions are intended to present an illustrative description of the range of duties, the scope of responsibility and the required level of knowledge, skills and abilities necessary to describe the primary functions of the job; they are not intended to reflect all duties performed by those assigned to this classification. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.