Administrative Assistant for Property Management
1 day ago
This role will report directly to the CEO and Controller, maintaining consistent communication for coordination of all job tasks. The position will uphold a high standard of ethics, promoting a positive work environment and rapport with business associates. Must be willing to take on assorted job assignments and be flexible with new tasks as they come.
Key Responsibilities- Business Administration: Complete and submit applications for new business licenses, housing licenses, and health licenses as needed. Administer and pay semi-annual and supplemental property taxes, corporate agent for service of due process filings, state taxes for entities, and Housing, Health, and other license renewals.
- Utility Maintenance: Manage all company utility accounts, set up new properties for utilities autopay and paperless billing, check utility bills for accuracy, and process utility bill payments.
- Mail Processing: Drive to the local PO Box to pick up mail, open all mail, scan, and email as attachments, sort mail between bills, notices, and rent checks, scan and save maintenance receipts by month and by property, and request cashier's checks from the banks.
- Company Equipment Inventory: Label and help track company inventory, help with issuance of equipment to employees, manage T-Mobile account, and download all reference documents and send waivers to vendors to be signed by DocuSign.
- Lender Holdback Draw Process: Periodically review general ledger for each project to determine if project is eligible for loan draw, send general ledger with new expense items highlighted for review, format expenses according to lender's instructions, and process & Submit loan draw application package to lenders for release of construction holdback funds.
- Accounts Payable / Accounts Receivable: Input bank balances and pending bills to company reimbursement spreadsheet weekly, check bank balances daily and suggest bank transfers as needed, print all bills for payment, input new invoices to AppFolio as new bills, write manual checks as directed, assist with pricing for inter property transfers, organize checks for deposit-by-deposit account, deposit checks using remote check deposit scanners, ensure proper GL coding on all bills, communicate with vendors regarding accounts payable issues, and place orders for new equipment, furniture, fixtures, and appliances and coordinate deliveries.
- Hotel Billing: Monthly reconciliations and payment of Online Travel Agent reservations for Booking.com and Expedia reservations, and monthly Transient Occupancy Tax review and payments.
- Previous experience in property management, administrative assistant, or other related fields.
- Experience in property management in an accounts receivable department or assisting the CEO.
- Ability to multitask and prioritize.
- Excellent verbal and written communication skills.
- Ability to communicate effectively with all vendors and associates.
- Customer service positive attitude.
- Must be able to work 8:00am – 4:30pm Monday through Friday schedule at corporate office in La Jolla Shores.
- Strong skills with Microsoft Office Suite including Excel.
- Pay rate of $25.00 - $30.00 per hour, depends on the experience, paid on a bi-weekly basis.
- 75% Employer-sponsored health insurance is available after a 90-day probationary period.
- 1-week paid vacation accrual starting after 90-day probationary period.
- Use of company issued laptop computer.
- Use of company issued internet enabled cellular phone.
- Use of Corporate office in La Jolla.
- All supplies are provided by management.
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