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Office Administrator

2 months ago

Silver Spring, Maryland, United States Quantum Real Estate Mgmt LLC Full time
Job Overview

Key Responsibilities

Provide comprehensive administrative and clerical assistance; Ensure that clients receive professional reception and services; Manage all incoming communications in a courteous manner; Welcome and assist all visitors and the public; Support Management Staff with special initiatives, administrative duties, and other property management related activities.

Core Duties

Reception and Administrative Assistance

  1. Foster professional and respectful relationships with current and prospective clients, colleagues, suppliers, vendors, and professionals associated with the organization,
  2. Serve as the primary point of contact for clients and visitors,
  3. Handle, direct, and return phone inquiries as necessary,
  4. Draft, distribute, and manage correspondence, and oversee mail processing,
  5. Maintain and update all client log books, contact lists, and emergency information. Ensure availability of necessary forms and documents in the reception area.
  6. Adjust the entry system as required when client contact information changes,
  7. Oversee office supply inventory by conducting weekly assessments and recommending orders to the Assistant Property Manager,
  8. Process daily payments and make bank deposits as required in accordance with organizational policies and procedures.
  9. Prepare and issue delinquency and prepaid notices and communicate with clients and their support persons regarding payments under the guidance of the Assistant Property Manager to minimize delinquency rates.
  10. Handle invoices and purchase orders in line with organizational policies and as directed by the Assistant Property Manager,
  11. Assist with the applicant waiting list and leasing of properties as instructed by the Assistant Property Manager. Responsibilities may include, but are not limited to, entering applications into property management software, verifying applicant files for accuracy, maintaining records, contacting applicants for follow-ups, assisting with annual waiting list assessments, and compiling packets of forms.
  12. Support the recertification process as directed by the Assistant Property Manager. Responsibilities may include, but are not limited to, assembling documentation packets, communicating with clients and their support persons to gather necessary documents or set appointments, and reviewing documentation for accuracy.
  13. Assist with the property maintenance program as directed by the Assistant Property Manager. Responsibilities may include, but are not limited to, creating, completing, and closing maintenance requests in property management software, contacting clients to confirm maintenance work completion, assisting with semi-annual property inspections, and keeping the Assistant Property Manager informed of recurring maintenance issues,
  14. Coordinate and assist in the preparation for meetings and various projects as directed.
  15. Receive and manage resident packages from delivery services. Log all packages to ensure proper tracking while in the management's possession. Audit packages at the beginning and end of shifts with the Front Desk Attendant to ensure all packages are accounted for.