Administrative Assistant, Sycamore Place Apartments

VESTA MANAGEMENT CORPORATION•Bridgeport, CT

About The Position

Vesta Management is seeking to hire an affordable housing experienced, results driven, customer service focused Administrative Assistant to support operations at Sycamore Place Apartments in Bridgeport, CT. The ideal candidate will have proven experience in an apartment community office and outstanding customer service skills. Join our team and be a part of Vesta’s success story! 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.

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
Successful completion of a background check and drug screening required.
Valid Driver's License and clean driving record required.

Nice To Haves

Experience in a property management or apartment community preferred
Bilingual strongly preferred

Responsibilities

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.