Administrative Assistant

Job Description

Job Description

SUMMARY

Reports to the Community Manager for the assigned mobile home park. Community Administrative Assistant must be knowledgeable in all day-to-day activities of the project(s) and most important, anticipate and fulfill the needs of the residents in a timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Financial Control / Reporting:

Assists with accounts payable with regard to invoice accuracy, vouchering, and coding. Invoices should be processed on a weekly basis to assure prompt payment.

Reviews accounts receivable on a daily basis. All delinquencies, as well as the recommended plan of actions, are to be reviewed and approved by the Community Manager;

Assists with completion of monthly reports or portions of the monthly reports;

Assists with monitoring and filing of vendor insurance certificates and maintenance contracts;

Distributes resident statements (if required) at end of the month; assists with preparation of adjustments to resident statements for approval by Community Manager. Residents should be contacted regarding delinquencies and discrepancies, as directed by Community Manager;

Assist with all recurring and maintenance forms as requested and approved by Community Manager;

Assist with resident inquiries and other reports as needed;

Assist the Community Manager with annual budget preparation.

Administrative:

Answers telephone and give information to callers or route calls to appropriate person including tenant maintenance requests and dispatch;

Routes incoming mail and attach appropriate file to correspondence to be answered by Community Manager;

Type legal agreements / contracts, presentations, and other miscellaneous documents as requested; 

Provides clerical and administrative support to Community Manager inclusive of answering scheduling appointments and organizing workflow;

Helps maintain tenant and vendor emergency contact information;

Ensure tenants have emergency manuals, information handbooks, office and mailbox keys, and signage in accordance with building sign criteria;

Assist with preparation of resident newsletters.

Resident Relations and Marketing:

Must be familiar with the Mobilehome Residency Law (the “MRL”, California Civil Code Section 798) and the park’s Rules & Regulations;

Work with Community Manager in developing a comprehensive tenant relations program. Upon development of the program, implement the activities which will provide timely, positive response to the tenants needs and requests;

Coordinating and leading resident activities, both during regular office hours and after-hours/weekends. Planning for community activities and events, in conjunction with the Community Manager.

Respond to residents’ concerns and takes appropriate action, with Community Manager’s approval. Maintains work order system / log of residents’ problems and corrective actions. Follows up with residents to ensure completion and satisfaction of project;

Report significant operational problems to Community Manager;

Assists Community Manager with attainment of bids for repairs and/or coordination of projects; walks the park on a regular basis with applicable checklist to ensure professional standards of property conditions are maintained to prevent potential insurance risks.

Clerical:

Supports the office administration on a rotational basis;

Make copies of correspondence or other printed matter;

Assist with filing or maintaining files as needed;

Email correspondence, respond within 24 hours or as work schedule permits during work hours.

Other:

At all times, employee must maintain a valid driver license and be able to show proof of the State minimum required automobile insurance.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED required; Associate's degree (AA) or equivalent from two-year college or technical school is preferred; or three (3) years related experience and/or training; or equivalent combination of education and experience.

LICENSE and/or CERTIFICATION

At all times, employee must maintain a valid driver’s license and be able to show proof of the State minimum required automobile insurance.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Strong oral communication skills required.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute discounts, interest, commissions, and percentages.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Utilize creative problem-solving techniques.

OTHER SKILLS AND ABILITIES

Typing Skills: 30 w.p.m.;

Computer Skills: Microsoft Office; Word Processing Software: Word (intermediate or advanced); Spreadsheet Software: Excel; Outlook; Email; Yardi Property Management Software;

Strong organization and people skills;

Must be detail-oriented, flexible, and multi-task oriented;

Ability to appear for work on time;

Ability to follow directions from a supervisor;

Ability to interact well with co-workers and customers (includes tenants, vendors, etc.);

Ability to understand and follow posted work rules and procedures;

Ability to accept constructive criticism;

Ability to lead and manage others;

Ability to handle stress.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. Hearing is required due to telephone and greeting duties. Repetitive hand/finger motion and close vision work are required due to the use of the computer. The employee must occasionally lift and/or move up to 20 pounds.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet.

COMMENTS

Goals and objectives to be established after thirty (30) days of hire and then on an annual basis.

$1,000 Bonus Potential