Administrative Assistant- Part Time

EVERGREEN REAL ESTATE SERVICES LLC•University Park, IL

6d•$20 - $20•Onsite

About The Position

This position is primarily responsible for assisting the Property Manager in effectively managing all office/administrative tasks of the assigned property. The role involves conducting all business in accordance with company policies and procedures, state and federal laws, including Title VII issues, ADA, Fair Housing, OSHA, and the Fair Credit Reporting Act. Key areas of responsibility include personnel management, financial tasks, regulatory compliance (for designated properties), office management, maintenance support, marketing/admissions, resident services, and owner/community relations. The position requires strong organizational skills, the ability to handle multiple tasks in a fast-paced environment, and excellent communication and interpersonal skills.

Requirements

High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
2 years’ experience in responsible clerical or assistant position.
Ability to understand and implement compliance regulations; read and review reports and a wide variety of correspondence.
Must be willing to take direction and guidance.
Must be able to effectively communicate with a diverse population and group of personalities.
Must be able to work in a fast-paced, multi-faceted and customer service-oriented environment.
Must be able to work as a team, interact with others in a professional/pleasant manner and exercise problem-solving skills.
Must be able to apply principles of logical thinking or define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
Must be able to utilize basic math skills.

Nice To Haves

Familiarity with One-Site software.

Responsibilities

Conducts all business in accordance with company policies and procedures, state and federal laws (e.g., Title VII issues, ADA, Fair Housing, OSHA, Fair Credit Reporting Act).
Assists the Property Manager with the coordination of all site-specific aspects of payroll, including the management of employee timecards.
Assists the Property Manager with the implementation and/or enforcement of all Human Resources related tasks and policies.
Collects rents and other fees and prepares deposit packages for the Property Manager, or makes the deposit as requested.
Updates all rents, deposits, and other fees received into One Site on a daily basis.
Assists with issuing appropriate notices when necessary (late fees, eviction notices, returned check memos, etc.).
Enters A/P into One Site and submits packages to the corporate office.
Assists with the certification process by sending notices, third-party verification, conducting resident questionnaire interviews, and assembling resident certification files (designated properties only).
Performs clerical and other office management tasks as assigned.
Reports issues and/or problems to the Property Manager.
Works with other staff in such a manner as to maintain a cordial and efficient environment.
Serves as receptionist, answers telephones, greets residents and guests, distributes parking stickers, assists with laundry tickets, etc.
Is familiar with and able to utilize assigned facets of the One-Site software.
Assists with coordination of special events or social activities at the site.
Maintains records and ensures proper handling and filing of correspondence, vendor files, warranties, certificates of insurance, and other office-related documents.
Obtains work orders from residents and enters them into One Site; distributes them to maintenance staff.
Responds to emergency requests immediately and reports the emergency to the Property Manager and/or Maintenance as needed.
Assists the Property Manager with the procurement of supplies.
Monitors turnover of units.
Inspects the property and apartments as assigned; documents inspections.
Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act, and Fair Credit Reporting Act and other laws related to leasing.
Assists with maintaining the waiting list as requested.
Assists with outreach marketing as requested.
Assists with market surveys; shops competition.
Welcomes and shows property to prospective applicants as requested.
Prepares leasing packets.
Assists with move-in tasks as requested.
Assists with the orientation of new residents.
Fosters and maintains positive resident relations and excellent communication with residents.
Responds to resident questions, complaints, concerns, and suggestions.
Relates to Resident Council representatives in a positive manner.
Attends scheduled meetings with Owner and/or agent.
Projects a positive community image for the owner and building.
Reports all liability and property incidents to the Property Manager immediately.
Reports all work-related accidents/injuries immediately to the Property Manager in accordance with company policy guidelines.
Assists in the completion of any pertinent safety checklists with maintenance staff.
Must be punctual and timely in meeting all requirements of performance, including attendance standards and work deadlines.
Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations.
Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Develops and maintains courteous and effective working relationships with clients, vendors, and/or any other representatives of external organizations.
Works within approved budget; develops and implements cost-saving measures.
Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
Must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.
Responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management within their shift, prior to clocking out for the workday.