Evergreen Real Estate Group is seeking a full-time Administrative Assistant to join our team at University Village located in DeKalb, IL
SUMMARY: This position is primarily responsible for assisting the Property Manager in effectively managing all office/administrative tasks of the assigned property by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Core duties and responsibilities include the following. Other duties may be assigned.
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 and all other laws associated with the industry.
Personnel Management • 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.
Financial • Collects rents and other fees and prepare deposit package for the Property Manager – or make the deposit, as requested. • Up-dates 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 submit packages to corporate office.
Regulatory (designated properties only) • Assists with the certification process by sending notices, third party verification, the conduction of resident questionnaire interviews, and assembling resident certification files.
Office Management • 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 be 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 ensure proper handling and filing of correspondence, vendor files, and warranties, certificates of insurance and other office-related documents.
Maintenance • Obtains work orders from residents and enter into One Site; distribute to maintenance staff. • Responds to emergency requests, immediately, and report the emergency to the Property Manager and/or Maintenance, as needed. • Assists the Property Manager with procurement of supplies. • Monitors turnover of units. • Inspects the property and apartments, as assigned; document inspections.
Marketing/Admissions • 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; shop competition. • Welcomes and shows property to prospective applicants, as requested. • Prepares leasing packets. • Assists with move-in tasks, as requested.
Resident Services • Assists with orientation of new residents. • Fosters and maintains positive resident relations and excellent communications with resident. • Responds to resident questions, complaints, concerns and suggestions. • Relates to the Resident Council representatives in a positive manner.
Owner and Community Relations • Attends scheduled meetings with Owner and/or agent. • Projects a positive community image for the owner and building.
Safety • Reports all liability and property incidents to the Property Manager immediately. Report 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.