Administrative Assistant

Teal Shores•Mequon, WI

About The Position

The Administrative Assistant provides administrative support to the Executive Director and helps the property meet goals related to revenue management, occupancy, staffing, government compliance, resident satisfaction, quality, safety, and physical condition. The role ensures company policies are followed and applicable laws and regulations are observed. The position maintains occupancy, revenue, expense, and budget records; may use property management software to track resident information, rents, and concessions; and works with the Executive Director to maximize revenue while adhering to budget parameters. It may also support marketing, apartment tours and leasing, lease preparation, resident notices, background checks, and security deposit collection. The Administrative Assistant helps coordinate staff schedules and time cards, communicates maintenance and housekeeping needs, maintains complete and compliant resident files, and provides documentation related to building regulations, lease agreements, and government requirements. The role supports fair housing compliance and applicable OSHA and workers’ compensation reporting requirements. It also promotes high-quality resident relations by assisting residents with miscellaneous needs, reviewing or resolving complaints, alerting the Executive Director to unusual activities or problems, and participating in resident relations activities as directed.

Requirements

High school diploma or equivalent.
1–2 years of administrative experience, preferably in a property management or real estate environment.

Nice To Haves

Certification from a technical school or an Associate Degree is preferred.

Responsibilities

Maintain occupancy, revenue, expense, and budget records.
Use property management software, as needed, to track resident information, rents, and concessions.
Work with the Executive Director to maximize revenue and adhere to budgeted cost parameters.
Participate in marketing, apartment tours, and leasing.
Help maintain occupancy at an acceptable level of 95% to 100%.
Prepare and complete leases and resident notices, as needed, and ensure lease paperwork is accurate.
Run background checks and collect security deposits.
Assist with producing schedules and collecting time cards, as appropriate.
Communicate maintenance and housekeeping needs to appropriate staff members.
Provide compliance documentation related to building regulations, lease agreements, and government requirements.
Maintain complete, accurate, and compliant resident files.
Ensure fair housing standards are met.
Comply with OSHA, workers’ compensation, and other reporting requirements.
Help provide and promote high-quality resident relations.
Assist residents with laundry cards, safety pendants, phone charges, and other miscellaneous items.
Review and/or resolve complaints and alert the Executive Director to unusual activities or problems.
Plan and participate in resident relations as directed by the Executive Director.
Follow company policies and applicable laws and regulations.