Administrative Assistant, Countryside Village

VESTA MANAGEMENT CORPORATION•Upper Deerfield Township, NJ

7d•$19 - $21•Onsite

About The Position

Vesta is seeking an organized, customer-service-focused Administrative Assistant with apartment community experience to support Countryside Village, a Vesta community in Seabrook, New Jersey. The Administrative Assistant performs a variety of administrative functions and is often the first point of contact for visitors and callers. The role greets and assists visitors, answers and directs calls, schedules appointments, and supports office personnel with clerical work and other office duties. The position also supports leasing and resident services, maintains records and filing systems, processes information in property management software, handles mail and time-sensitive materials, and helps with property communications and resident retention initiatives. The Administrative Assistant maintains a professional reception area, monitors visitor access, reports community appearance or unsafe conditions to management, and helps uphold property rules and procedures. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Vesta describes its workplace as collaborative and offers benefits, service awards, performance bonuses, team member appreciation events, and opportunities for growth. The company is an Equal Opportunity/Affirmative Action Employer committed to a diverse workplace free of discrimination and harassment.

Requirements

High school diploma or equivalent.
Two years of related experience, including data entry, data processing, Microsoft Office skills, and property management software.
Successful completion of a background check and drug screening.
Valid driver’s license and clean driving record.
Excellent interpersonal and verbal communication skills.
Ability to work independently, self-motivate, and take initiative.
Ability to multitask and prioritize efficiently.
Ability to assess the nature and priority of calls and issues.
Accepts responsibility and accountability; is honest and trustworthy and displays integrity.
Professional appearance and conduct; adaptable, organized, and detail-oriented.

Nice To Haves

Experience in property management or an apartment community is preferred.
Bilingual ability is strongly preferred.

Responsibilities

Retrieve voicemail messages and forward them to appropriate personnel.
Answer and direct incoming calls, ensuring appropriate follow-up when the relevant team member is unavailable.
Support management with administrative tasks related to projects, phones, faxes, filing, typing, and mailings.
Obtain required applicant and resident signatures for administrative processes.
Maintain documentation and filing procedures and systems in accordance with Vesta’s standard operating procedures.
Track needed supplies and order them as necessary.
Greet and welcome prospective residents and visitors, provide direction and information, and convey the benefits of the property.
Foster positive and collaborative relationships with team members, prospects, residents, communities, vendors, and associated agencies.
Assist leasing with scheduling application intakes and interviews, processing and preparing applications, and distributing applications.
Assist with and attend resident-retention initiatives, including resident functions, promotions, and monthly newsletters.
Assist with property-issued communications and notices, including bad-weather and emergency notices.
Follow property rules and regulations, property-based programs, Vesta’s procedures, and applicable state, federal, and local laws.
Assist in achieving property financial goals.
Maintain accurate records of resident transactions and issue receipts as necessary.
Receive, review, and route incoming mail; ensure invoices and other time-sensitive materials are processed.
May assist with collecting, depositing, and posting rental deposits, rent, and late fees or charges as assigned.
Regularly process information in property management software, including work orders, certifications, deposits, and resident documentation.
Report community appearance, curb appeal, and unsafe conditions to management.
Enter work orders and service requests in Yardi and communicate them to maintenance.
Keep the reception area clean and professional.
Monitor visitor access.
Perform other duties as assigned.