Evergreen Real Estate Group is seeking a full-time Administrative Assistant to join our team at Bethel Terrace / Sangamon Terrace located in Chicago, 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.