Administrative Coordinator

1 week ago

Cincinnati, United States JobRialto Full time
Job Summary:

This position provides administrative and tenant support for management to ensure the efficient operation of the Affordable Housing Property Management offices.

Roles and Responsibilities:

• Maintains all tenant, contractor, and property files and documentation including leases, insurance certificates, and invoices.

• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external partners on a range of issues; organizes and facilitates meetings, conferences, and other special events, as required.

• Explains policies and rules in an understandable manner. Answers questions and works to resolve resident complaints whenever possible.

• Assists residents with completing forms, requests for keys, lock changes, problems with neighbors.

• Collects, enters, and updates data to maintain department records and databases; establishes and maintains files and records in the required electronic management system.

• Monitors and coordinates accounting activities as needed and prepares internal reports for management; participates in budget planning and monitoring; coordinates and oversees the purchasing and management of office supplies and equipment.

• Monitors vendor contracts and coordinates with appropriate parties to determine contract renewal disposition.

• Receives and reviews vendor invoices; ensures proper documentation is received to process vendor payment in a timely manner; coordinates and handles any discrepancies in the payment process.

• Promotes and maintains positive relationships with tenants with prompt attention to service requests. Submits proper paperwork to set up excess utility billings and charges to residents as needed and credits to accounts.

• Checks rent roll to confirm accuracy of payment amounts prior to accepting any rent payments.

• Assists with planning and logistics for tenant communications and events.

• Assists in leasing apartments. Prepares packets of information for prospective customers. Shows the apartment, emphasizing amenities, services available in the community, schools, churches, etc. Works closely with prospective clients to lease the unit. Reviews the terms and conditions of the lease, calculates security deposits/prorates rents, reviews procedures for garbage collection, etc. with each new move-in.

• Performs move-in inspections in the units, and processes work orders as needed. (Ultimately signs lease and explains all rules and regulations to residents and secures signatures in all necessary documents).

• Routinely walks or drives the grounds of the property and/or common areas. Speaks to residents or issues lease violation notices concerning trash, broken windows and screens, and other issues, which detract from the curb appeal of the property.

• Follows up if items are not addressed timely or in the case of repeat lease violations. Refers the resident to management for possible legal action.

• Sets up and maintains confidential files for each household. Assists in compiling information for monthly management reports and assists in maintaining statistical data. Reviews vacancy reports every day to stay abreast of available units, verifies accuracy of report, processes necessary corrections.

• Gathers appropriate data to process annual and interim re-examinations for residents reporting changes of family composition and/or income status.

• Assists in the coordination, supervision, and completion of special projects as needed.

• Assists with file preparation at site level as needed.

• Performs additional duties as assigned.

Required Skills:

• Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as residents, external clients, and vendors.

• Must have the ability to manage a variety of assignments simultaneously.

• Ability to work in a fast-paced environment and prioritize multiple tasks.

• Excellent writing skills with a comprehensive knowledge of composition, grammar, punctuation, and spelling.

• Demonstrated ability to maintain confidentiality.

• Demonstrated knowledge of PC-based software applications (Microsoft Word, Excel, and Outlook).

• Associate degree in business management or a related field or an equivalent combination of education and experience.

• Five (5) years administrative support services experience.

• The candidate must possess and maintain a valid driver's license in state of residence and maintain an insurable driving record under the terms and conditions of the CMHA auto liability policy. The candidate may have no more than 6 accumulated points in 3 consecutive years.

Education: Bachelors Degree

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