Job Description

SUMMARY

The Apartment Building Administrative Assistant contributes toward maintaining the 95-unit property in good physical condition and works with the corporate office to achieve the financial and occupancy goals of the buildings. Performs a broad range of administrative and accounting clerk duties. Responsible for all administrative and record-keeping functions of the buildings. Assists with overseeing maintenance aspects of the two apartment buildings, such as following up and reporting on the status of maintenance orders and make-readies. Provides a superior level of customer service to our tenants to our tenants.

ESSENTIAL DUTIES AND RESPONSIBLITIES

includes the following. Other duties may be assigned.

Acts as the go-to person for the tenants in our building. Anticipates, responds, and manages tenant's needs, requests, and inquiries. Conducts troubleshooting and follow-up activity as needed with tenants to establish and maintain positive resident relations. Maintains a high level of resident satisfaction.

Responsible for rent collections and daily deposit records. Logs payments and reports them to the corporate office. Makes regular bank deposits, especially during the first week of the month. Prepares weekly reports to corporate office.

Promptly answers telephone calls providing assistance when possible and routing other calls to appropriate staff. Responds to telephone inquiries, daily.

Types general correspondence such as letters, emails and memos. Delivers written notices to tenants such as regular maintenance notices, inspection notices and various memos.

Creates and maintains databases for residential tenants.

Receives maintenance work orders and communicates them to the corporate office and the maintenance staff. Manages status of open work order requests. Follows up with and communicates the progress of the maintenance and repairs of vacant units to the corporate office.

Acts as liaison with property management team and tenants to report daily deficiencies and service requests.

Shows property to prospective tenants. Answers prospective tenant's questions.

Initiates tenant selection process. Receives rental application form with application fee. Screens applicants. Reviews, recommends, and forwards rental application to corporate office. Corporate office will process and respond then the Apartment Building Administration Assistant contacts potential tenant immediately.

Reviews lease with new tenants as well as rules and regulations. Assigns key and smart/laundry card and maintains inventory of both.

Maintains leases agreements and residential filing systems in an accurate and organized manner. Keeps track of all original documents and copies of all correspondence and copies forwarded to corporate office.

Assigns and maintains parking information, with corporate offices approval. Enforces parking by-laws and initiates towing, if necessary.

Assists with compiling reports such as vacancy, occupancy, maintenance, available square footage and other reports.

Responsible for move-in/move-out process. Inspects unit (before move-in or move-out), completes reports and reviews with incoming or outgoing tenant. Takes photos of all move-in/move-out units. Submits move-in/move-out reports to corporate office. Completes security deposit disposition deducting any necessary charges and reviews with corporate office before meeting with outgoing tenant for signature.

Works closely with corp. office staff and outside vendors on major make-ready maintenance issues to ensure that make-readies are completed for tenant move-ins. Inspects vendor's work and ensures that everything is working properly.

Coordinates delinquent and problem tenant issues with corporate office and delivers notices such as eviction and 3 day notices as per instruction.

Job Types: Part-time, Permanent

Pay: $17.00-$18.00 per hour

Benefits:

Casual dress Employee assistance program Flexible schedule On-site parking
Ability to commute/relocate:

Selkirk, MB: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (preferred)
Experience:

Administrative: 1 year (required) Property Management/Leasing: 1 year (preferred)
Work Location: In person