Part-Time Administrative Assistant

The Community Builders•Truro, MA

3d•Onsite

About The Position

The Administrative Assistant provides customer service to residents, guests, and team members at a property site and administrative support to the Community and/or Services Maintenance Manager. This part-time position requires 20 hours per week in the office. The role involves managing multiple property-related tasks, adhering to the company’s mission, and helping ensure the site complies with regulatory requirements. The Administrative Assistant handles resident and prospect inquiries, supports leasing and resident processes, coordinates maintenance requests, and performs general office and property administration. The role also contributes to community engagement and the cleanliness and curb appeal of the community.

Requirements

High school graduate or GED equivalent.
At least one year of customer service or administrative experience in property, hotel, retail, or sales.
Excellent customer service skills.
Verbal and written communication skills in English and Spanish.
Ability to type at least 35 words per minute.
Ability to learn and operate office systems, including telephone, copier, and computer systems.
Proficiency with Microsoft Office, including Word, Excel, and MS Outlook.

Nice To Haves

Experience with industry software such as Yardi.

Responsibilities

Answer or return calls promptly and provide a high level of customer service.
Schedule appointments and conduct in-person visits as needed.
Listen to resident requests, concerns, and comments and refer them appropriately.
Build relationships with residents to understand their needs and aspirations and develop trust.
Initiate maintenance service requests promptly and follow up with residents to ensure completion.
Greet prospective tenants and show the property and its features according to established procedures.
Process applications for approval and follow up with applicants.
Pre-qualify prospects according to company procedures and housing requirements.
Conduct service inspections with the Service Management team to ensure apartments are in move-in condition.
Facilitate and attend community engagement activities with residents, as directed by the Community Manager.
Manage the rental payment process.
Prepare recertifications and lease renewals and enter data into a tracking system.
Contribute to the ongoing cleanliness and curb appeal of the community.
Conduct market surveys and shop competitive communities.
Perform clerical duties, including photocopying, faxing, mailing, filing, and signing for and distributing packages.
Track and ensure timely delivery of resident notices.
Coordinate and maintain records for staff office, phones, parking, and office keys.
Code and process invoices and research discrepancies as needed.