Residential Executive Assistant bei David S Brown Enterprises LTD

Description

Position Summary

To work in accordance with established company procedures and instructions of Regional Management. To provide administrative and clerical support to Regional Management Team. 

Responsibilities include the following. Other duties may be assigned.

• Establishes and maintains files
• Check corporate residential team mailboxes and deliver interoffice & postal mail
• Composes documents, reports and correspondence at the direction of Regional Management Team.
• Maintains reports on shared drive: Weekly Activity Report, Monthly Maintenance Report, Resident Survey Summaries, Monthly Delinquency Report, Executive Summaries, Non-Renewal Analysis, Advertising Source of Rentals, Traffic Comparison, Market Surveys, Commission Reports, Turnover Cost Report and other reports as necessary 
• Submit daily Open Work Order Report to Regional Maintenance Supervisor
• Maintain Contractor Files for Regional Maintenance Supervisor
• Prepares Special Incentive to Lease forms as needed and collects signed copies
• Answers telephone when Regional Management is unavailable and communicates messages to appropriate individual
• Schedule off site employee training at request of Regional Management 
• Maintain records for employee training
• Maintain monthly records for Grace Hill training
• Performs clerical support to include typing, copying, faxing, scanning, etc.
• Ensures that work is carried out in a timely and efficient manner
• Updating of policy and procedure manuals including Leasing Consultant Training Manual, Maintenance Manual, Emergency Management Guide, etc.
• Performs related duties at the request of the Regional Management
• Provide miscellaneous support to residential community staff as needed
• Creates, edits and updates miscellaneous documents 
• Reviews online monthly newsletters for accuracy and content. Provide printed versions for all communities
• Reviews print advertising for accuracy
• Maintains and documents marketing activities and advertising budgets for each community
• Oversee ordering of print materials for all communities 
• Assist with ordering of promotional materials
• Prepares agenda and sets up meetings and takes minutes as needed
• Screen applicant resumes,  interview as needed, schedule appointments, reference checking
• Maintain advertising budgets
• Oversee IT requests for residential staff
• Assist with setup of new employees
• Overseeing ordering and record keeping of employee badges and uniforms
• Point of contact for Yardi support requests
• Update Yardi as needed – rent changes, unit type changes, etc.
• Review monthly commission reports for accuracy
• Code and submit invoices
• Maintain and update resident email list
• Assist with purchasing as needed
• May run occasional errands as necessary
• Maintains a well-organized office
• Complies with Fair Housing Policy
• Update Apartment Communities Contact Sheet

Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. It is important to be able to handle multiple tasks. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent communication, verbal and written skills
• Customer-oriented
• Prompt and responsible forwarding of messages
• Strong commitment to company goals and values
• Performs the tasks assigned in an orderly and timely manner
• Friendly and positive attitude
• Ability to maintain confidentiality
• Detail oriented, self  reliant and proactive
• Dependable team player
• Mathematical Skills:  Ability to add and subtract two digit 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.
• Reasoning Ability: To apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Language  skills:  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.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties  of this job, the employee is regularly required to reach with hands and arms and talk or hear.
• Employee frequently is required to sit.
• Employee is occasionally required to stand, walk and stoop, kneel, crouch or crawl.
• Employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision and color vision.
• Individual holding this position must have a professional appearance and dependable transportation.
• Speaking English is essential.
• The ability to write in English functionally is required.

Education/Training/Experience

• High school diploma plus computer experience in MS Excel and Word 
• Two years related experience

Supervision Received

• Most work is done independently without close supervision. This job requires no supervision of others.

Benefits

• We support a work-life balance providing 10+ days per year of vacation, plus sick leave, plus a paid day off for your Birthday
• We provide 9 paid holidays
• 401k Retirement: Save for your future with a 50% company match, up to 8%
• Health benefits: medical, dental, vision, with employer contributions
• Receive a 15% discount on your rent with our Apartment Rental Discount program
• We provide reimbursement for part of your tuition in either undergrad or graduate degrees or seminars/certifications
• Employer Paid benefits: Term Life and AD&D Insurance, Short term disability, Wellness Program, gym membership

We are proud to be an EOE, and we maintain a drug-free workplace