Residential Property Administrator

Job Description

Job Description

Rookwood Properties is a diversified developer, owner, and manager of both residential and commercial properties in Ohio, Kentucky, and South Carolina. Established in 1966, Rookwood Properties takes pride in delivering professional service, a responsive and dedicated staff, and meticulous attention to detail. Whether you are seeking office, retail, or warehouse space, or an apartment, Rookwood Properties provides exceptional value in the market.

Join us and enjoy the benefits you deserve!  

• As a full-time employee, you will receive a competitive salary and comprehensive medical, dental, and vision insurance coverage.
• Work-Life Balance You’ll Love: Generous PTO hours, MyTime hours, Floating Holidays hours, paid holidays, Volunteer Time Off (VTO), and more!
• $40,000 Company-paid life insurance with an option for supplemental life insurance.
• Company-paid short-term and long-term disability benefits.
• 401(k) retirement savings plan with company-matched contributions.
• Employee Housing discounts.
• $50 monthly cell phone reimbursement.
• $450 annual Health and Wellness reimbursement. 
• Continuing Education Tuition Assistance.
• Mileage reimbursement.
• Pet Insurance.
• EAP – Employee Assistance Program.
• Opportunities for career growth and professional development, as well as company-sponsored events.

Job Title: Residential Property Administrator

Location: 8160 Corporate Park Drive, Suite 220, Cincinnati, OH, 45242

Salary: Starting at $23.00/hr.    

The Property Administrator plays a key role in supporting the financial and administrative operations of Rookwood Properties' residential communities. This role manages centralized resident accounts, collections, utility processing, invoice processing, renewals, technology support, and data across the portfolio. The position requires strong attention to detail, organization, and the ability to work closely with onsite teams, vendors, accounting, and management to ensure accurate and efficient operations. 

Key Responsibilities:

• Bad Debt and Collections Oversight: Oversee delinquent resident account processes, including late fees, NSF payments and fees, eviction filings, and related legal fees. Upload required documentation, submit eligible accounts for collections, and process payments received on collection accounts.

• Cash Receipt Processing: Receive and process payments for collection accounts, laundry, and other miscellaneous income. Provide support related to ePay and deposit issues and respond to chargebacks. Research and resolve account discrepancies as needed.

• Utility Processing: Manage the centralized processing of utility invoices across the portfolio. Pull and retrieve applicable utility invoices, review invoices for accuracy and completeness, verify charges and account information, and process invoices in accordance with established procedures and deadlines. Research and resolve discrepancies, coordinate with utility providers and vendors as needed, and communicate with onsite teams regarding utility-related questions or issues. Maintain accurate utility records and ensure utility invoices are processed timely and accurately.

• Price Verification: Review invoices with fixed pricing to ensure compliance with contract terms. Communicate and coordinate to resolution for any pricing discrepancies and credits.

• Renewal Support: Review recurring charges associated with monthly renewals to ensure proper rates and charges are entered, and appropriate comments are documented. Identify and communicate discrepancies for correction.

• Technology Support: Provide software support for Avid, ePremium, and other applicable property management systems. Provide support to onsite staff through the HelpMe portal and assist with resolving system-related issues.

• Data Management and Implementation Support: Provide updates on the status of construction and renovation units. Complete water analysis and maintain accurate related information. Perform data entry and provide support for reporting, implementation, and other company initiatives as needed.

• Process Support: Assist in maintaining consistent administrative processes across the portfolio. Identify opportunities to improve efficiency, accuracy, and communication between onsite teams and corporate departments.

• Administrative Support: Provide ongoing administrative support to the Portfolio Manager and onsite teams. Assist with special projects, research, reporting, and other operational responsibilities as needed.

Qualifications:

• Bachelor's degree in business administration, real estate management, accounting, or related field (preferred).

• Proven experience in property management, accounting, administrative support, or related field.

• Strong understanding of property management operations, resident accounts, financial processes and utility processing.

• Excellent attention to detail and strong organizational skills.

• Demonstrated ability to manage multiple tasks and priorities simultaneously.

• Strong written and interpersonal communication skills, with the ability to effectively communicate with onsite employees, vendors, residents, and management.

• Demonstrated ability to research issues, identify discrepancies, and follow through to resolution.

• Ability to work independently while also effectively supporting a team.

• Strong computer skills and the ability to learn and utilize multiple software systems.

• Proficiency in Microsoft Office Suite, Rent Manager, Avid, ePremium, and other relevant software.

• Ability to maintain confidentiality and handle sensitive financial and resident information appropriately.

As a condition of employment, a valid driver's license, satisfactory background and MVR checks are required.

EEO Statement: Rookwood Properties is an Equal Opportunity Employer (EOE) that values and respects a diverse and inclusive workforce. The company's policy is to recruit, hire, train, and promote persons in all job titles without regard to race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation, or gender identity.  We recognize that diversity and inclusion are key drivers of our company's success.

To learn more about Rookwood Properties, visit our website at