Administrative Coordinator

1 month ago

Stamford, United States Charter Oak Communities Full time
Reports To: Supervising Staff

Department: Property Management

Position: Full Time

FLSA Status: Non-Exempt

Union: Local 1303

DateAdopted: January 24, 2019

Revisions:

Position Summary:

This position provides diverse administrative support to property management staff and is the primary contact for residents, applicants and the public.

Essential Duties and Responsibilities:

AdministrativeAdministrator/Receptionist
  • Welcomes, directs, greets and assists all guests and residents in a professional, courteous and friendly manner.
  • Answers, screens, and forwards incoming calls accordingly.
  • Receives recertification, supporting documentation and verifies documents as needed.
  • Receives and sorts daily mail, deliveries/couriers as needed.
  • Provides a variety of administrative support, including but not limited to work orders, intent to vacate forms, and parking management..
  • Coordinates resident communication for the scheduling of routine extermination quarterly through all properties and manages other extermination calls as needed between maintenance and vendor.
  • Coordinates scheduling with utility companies (i.e. Aquarion to change meters or Eversource to access to meters).
  • Generates standard forms, such as rent statements, ledgers, and leases.
  • Scan leases for all new residents and digital files.
  • Maintains monthly office visitor logs
  • Assists with file management for audit reviews.
  • Provides Creole translations to approximately 65% of residents or prospective residents and assist with completing required forms.
Program Information
  • Communicates program information and requirements to residents and the general public.
  • Prepares annual recertification packages for timely distribution to residents and schedules recertification appointments.
  • Assists Property Management staff with third party verifications.
  • Create digital files for tax credit files and upload to investor portal.
  • Monitors incoming recertification documents to ensure file completion and prepares files for Property Management to process recertification
  • Assists with preparation of leasing documents and key folders.
Other
  • Takes the initiative to address and/or resolve complaints from residents and prospective residents. Follows-up accordingly to ensure problem resolution.
  • Assists in relocation efforts by speaking with residents about schedules, expectations, procedures.
  • Assist residents with electronic payment changes (i.e. ACH, PayLease).
  • Assist with initial leasing as needed to accommodate residents with language barriers.
  • Inputs monthly utility charges into HAB, as applicable.
  • Enters data and generates reports in property management database software system (HAB).
  • Processes filing of monthly and quarterly EIV reports to ensure compliance
  • Data enters work orders weekly and follows up with maintenance team. Maintains weekly waitlist files to ensure compliance and audit readiness.
  • Submits rent ledgers to housing attorney on a weekly basis as needed.
  • Updates HAB legal status following late letters
  • Reconciles and prepares reports for P-Card transactions.
  • Assist with invoices and process accordingly in Invoice Management System.
  • Files, maintains and audits records filing system (hard copy and/or electronic) and protects confidentiality of required files, correspondence and activities ensuring compliance with adopted records retention policy.
  • Completes monthly purge of outdated files and maintains online file management system for records retention.
  • Obtains and reviews documents associated with applications and recertification; ensures accuracy of documents.
  • Obtains current, third party verification in accordance with program requirements and procedures, including use of Enterprise Income Verification (EIV).
  • Assists residents through the entire process of vacating an apartment, including the completion and filing of appropriate paperwork.
  • Provides administrative support in other areas of the Operations' Division, as needed.
  • May be required to perform other related duties as required and/or assigned.
Knowledge, Skills and Abilities:
  • Superior client-centered, positive and professional customer service skills.
  • Highly developed interpersonal skills, with the ability to work harmoniously with staff, residents as well as the public.
  • Strong ability to communicate successfully with people from a broad range of backgrounds.
  • Excellent ability to handle difficult situations.
  • Excellent time management skills, with the ability to manage multiple priorities under time constraints.
  • Strong ability to work effectively in a team environment or independently in a fast-paced team environment.
  • Working knowledge of enterprise-wide software systems (HAB and Conqur Invoice Management System).
  • Average knowledge of Microsoft Office Suite.
  • Fluent bilingual skills strongly preferred in Spanish and/or Creole.

Minimum Education/Experience Requirements:

High School Diploma and a minimum of three (3) years of experience in an administrative, customer service related capacity.

Additional Requirements:

Successfully pass a drug test, background check and reference review.

Physical Requirements:

Provided under separate cover.

This position description lists the most significant duties of this role. However, this description is not intended to be an all-inclusive list of responsibilities, skills or working conditions associated with the position. Although it is intended to accurately reflect the activities and requirements of the position, duties may be added, deleted, or modified as necessary. This description does not constitute a written or implied contract of employment.

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