Administrative Assistant, Windham Heights Apartments

Administrative Assistant

Be a part of the best team in Property Management!

Vesta Management is seeking to hire an experienced, customer service focused, results driven Administrative Assistant to support our team at Windham Heights Apartments in Willimantic, CT. If you have apartment community experience, great customer service skills and a strong administrative background, we want to hear from you. Experience with affordable housing programs such as LIHTC and Section 8 is a big plus!

What We Offer:

At Vesta, we take pride in hiring the best talent in Property Management. We work hard and we have fun doing so. In addition to our generous benefits package, we offer service awards, performance bonuses, team member appreciation events and opportunities for growth. Our benefits include:

• Medical, dental & vision insurance
• Company matched 401(K)
• Paid time off- Vacation, sick, floating holidays
• 12 additional paid holidays
• Tuition Reimbursement
• PetPlan Pet Insurance
• Employee Assistance Program
• Long & Short-Term Disability Insurance
• AND MORE

The Administrative Assistant provides various administrative functions. In most cases, the Administrative Assistant is the first point of contact for all visitors, and all calls for the property. Greets visitors and offers direction and information. Answers all incoming calls, determining the purpose of the call, and forwarding calls to appropriate personnel with the utmost professionalism and courtesy. Responsible for scheduling appointments and assisting office personnel with clerical work and other office duties.

Essential Functions:

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Answer and direct all incoming calls to the appropriate team member. When the appropriate team member is unavailable, ensure proper follow up.
• Relieve management of administrative detail with all projects, phones, faxes, filing, typing, and mailings.
• Secure all required applicant and resident signatures, for administrative processes.
• Maintain documentation and filing procedures and systems in accordance with Vesta's SOP.
• Keep a running list of needed supplies and order as necessary.
• Greet, introduce, welcome and convey benefits of the property to prospective residents and visitors.
• Foster a positive, active and collaborative relationship with team members, prospects, residents, communities, vendors and associated agencies.
• Assist leasing to schedule application intakes, interviews, processing and preparation of applications, and their distribution.
• Assist with and attend resident retention initiatives (i.e., resident functions, promotions, monthly newsletters, etc.).
• Assist with property-issued communications/notices (i.e., bad weather, emergency, etc.).
• Consistently maintain property rules and regulations in accordance with property-based programs, Vesta's SOP as well as all state, federal and/or local laws.
• Assist in the achievement of property financial goals.
• Maintain accurate record of all resident transactions issuing resident receipts as necessary.
• Receive, review, and route incoming mail, and ensure that invoices and other time sensitive materials are processed.
• May assist in collection, depositing and posting of rental deposits, rent and late fees/charges etc. as assigned.
• Process information in property management software regularly, i.e.., work orders, certifications, deposits and all pertinent resident documentation.
• Report to management community appearance/ curb appeal, and unsafe conditions.
• Input all work order and service requests, in Yardi and communicate to maintenance.
• Responsible for keeping reception area clean with professional surroundings.
• Monitors visitor access.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• Excellent interpersonal skills; strong verbal communication skills.
• Able to work independently; self-motivated, takes initiative.
• Able to multitask and prioritize efficiently.
• Ability to determine varying nature of calls/issues and identify the priority level.
• Accepts responsibility and accountability.
• Honest and trustworthy; displays integrity.
• Professional, in appearance and action.
• Shows adaptability.
• Organized and detailed.

Requirements:

• HS diploma or equivalent
• 2 years of related experience; to include data entry, data processing, and skills in Microsoft office and property management software
• Experience in a property management or apartment community preferred
• Successful completion of a background check and drug screening required.
• Valid Driver's License and clean driving record required.
• Bilingual in English and Spanish strongly preferred

Vesta is an Equal Opportunity/Affirmative Action Employer. Vesta has an ongoing commitment to a diverse workplace free of discrimination and harassment. Vesta recruits, hires, trains, and promotes individuals in all job titles without regard to any protected characteristic, including but not limited to race, color, creed, religion, ancestry, sexual orientation, genetic information, national origin, age, sex, physical or mental disability, being a disabled veteran, veteran of the Vietnam era, or other eligible veteran, or any other protected category under any state or Federal laws. At Vesta, we are committed to a fair and equitable workplace.