Administrative Assistant to the Senior Vice President of Property Management

Overview

The Contract Manager & Administrative Assistant provides full administrative support to the Property Management team including the Senior Vice President, Vice Presidents, and the Regional Property Managers while supporting the organization’s mission, vision, and values.  Responsibilities will include a broad range of tasks involving time sensitive, confidential and important information. Other duties will include contract management and office management related tasks. 

Qualifications

Education & Experience

• College degree in business, property management, finance or commensurate experience
• High level experience with Microsoft Office Suite and Adobe Acrobat
• Yardi experience highly preferred 

Skills 

• Property Managment experience strongly preferred (Property Manager or Assistant Property Manager level experience is desired)
• 7+ years of progressive experience in office administrative responsibilities
• Working knowledge of office equipment such as copiers, printers, online shipping systems
• Exceptional spelling and grammar skills
• Must be able to maintain confidentiality; discretion is a must
• Financial analysis background and experience a plus
• Working knowledge of BI, AI, including ChatGPT is preferred
• Financial analysis background and experience a plus

Responsibilities

Contract Management

• Manage, draft, and track annual Periodic Service Agreements
• Administer and manage contracts and ensure compliance with company policies
• Manage contracts, including preparation in Docusign
• Track Property Management Agreements
• Manage and reconcile company invoices as assigned 

Property Management

• Manage Customer Service Hotline and other calls from residents, vendors, and other business partners for VPs and RPMs
• Support portfolio reporting and manage, compile and distribute various reports such as but not limited to: Outstanding Training Requirements, KPIs, Delinquency, Evictions, Late Fees Waived/Reversed, Overtime Analysis vs. Temp Help Costs, etc.
• Track, follow up and provide updates for Site Tours, Site Visit Checklists, Preventative Maintenance, On-boarding Checklists, Contests, etc.
• Support the preparation of weekly and monthly financial reporting including financial review meeting preparation and all documentation
• Coordinate, schedule, and maintain notes for management team meetings, attendees, reminders, and prepare meeting materials, documents, minutes for SVP and VPs
• Order, track and distribute resident gift card orders and annual holiday cards
• Manage event registrations, meeting registrations, property celebration/awards preparation, and contests
• Manage and track compliance with maintaining resident demographics in Yardi
• Book travel reservations and for the property management department
• Reconcile corporate credit cards to include SVP, VPs and Travel Card
• Create and post Property and/or Asset Management BluePort content

Office Management

• Maintain inventory of office supplies, including but not limited to beverage supplies, desk supplies, kitchen supplies, common printing/marketing supplies, restroom and miscellaneous needs
• Maintain packaging materials and stock
• Coordinate delivery of special shipments
• Manage company off-site document storage, to include coordinating organization and scheduling pick-up when necessary
• Responsible for 2nd Floor Conference Room stock and maintenance
• Maintain cleanliness of copy/printer stations and rooms

General Duties

• Provides administrative support, including email, scheduling, calendar management, copier projects, PowerPoint preparations, mail handling, and necessary communications internally and externally for SVP, VPs, and RPMs as assigned
• Prepares correspondence including email, letters, memos, forms, policies, procedures and confidential information. 
• Creates and maintains detailed online filing system (Share Point)
• Perform other duties as assigned as business needs dictate or are required

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