Operations Specialist

QUANTUM RESIDENTIAL•Vancouver, WA

11d•$23 - $26

About The Position

Provides administrative support to ensure efficient operation of the properties and office. Supports Regional Portfolio Manager(s) and site employees through a variety of tasks related to organization and communication. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein. Additional duties or job functions may be required as deemed necessary by supervisory personnel.

Requirements

High school diploma or general education degree (GED)
One to two years related experience and/or training or equivalent combination of education and experience.
Proficient in MS Office, particularly email (both the desktop version and web based), word, and excel; knowledge of office management systems and procedures, excellent time management skills, ability to multi-task and prioritize work.
Attention to details and problem-solving skills.
Ability to read and interpret documents such as emails, utility billings, financial documents, instructional documents, rental agreements, and procedure manuals.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.
Ability to add and subtract numbers and to multiply and divide with 10's and 100's.
Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Responsibilities

Responsible for answering and directing phone calls to the appropriate department
Responsible for logging into and distributing messages from the phone system
Responsible for the front desk – greet visitors, ascertain needs, and direct to the appropriate department/person
Responsible for incoming mail – date stamp and distribute
Responsible for outgoing mail – weekly mailing to the properties (if needed)
Responsible for ordering office supplies for the Home Office, including kitchen and paper supplies
Provides customer service for tenant relations by returning phone calls/emails and either resolving the issue or directing them to the appropriate person
Responsible for maintaining community information in the Shared files (owner list, general community information, phone list, etc.)
Responsible for tracking and renewing the following: Broker licenses/CPM/IRMS for RPMs Communities business licenses Community pool licenses/permits Community elevator permits/inspections
Responsible for researching property invoices
Responsible for setting up and distributing onboarding boxes
Responsible for ordering name tags, badges, and business cards
Responsible for ordering clocks and entry stickers
Responsible for ordering & distributing labor law posters as needed
Assists with property/portfolio events
Assists with narratives – proofreading, research, etc.
Open property credit accounts as needed/remove unauthorized personnel/close accounts when communities go offline (i.e. ePremium, HD Supply, office supplies, etc.)
Assists with various reporting to ownership and agencies such as OHC packets, max rent reporting, and annual Multifamily Surveys
Misc. administrative duties as needed