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Administrative Coordinator
1 week ago
CINCINNATI METROPOLITAN HOUSING AUTHORITY
CLASSIFICATION NUMBER: N/A EFFECTIVE DATE: June 9, 2023
BARGAINING UNIT: EXEMPT APPROVED BY: Department Director
ADMINISTRATIVE COORDINATOR (TOUCHSTONE)
SCOPE: This position provides administrative and tenant support for management to ensure the efficient operation of the
Affordable Housing Property Management offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The below statements are intended to describe the general nature and scope of work being performed by this
position. This is not a complete listing of all responsibilities, duties and/or skills required.
• Maintains all tenant, contractor and property files and documentation including leases, insurance certificates, and
invoices., etc.;
• 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;
• Explain policies and rules in an understandable manner. Answer questions and work to resolve resident complaints
whenever possible. Assist 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. Submit proper
paperwork to set up excess utility billings and charges to residents as needed and credits to accounts. Check rent roll to
confirm accuracy of payment amounts prior to accepting any rent payments. Remove accounting processes rent
• Assists with planning and logistics for tenant communications and events;
• Assist in leasing apartments. Prepare packets of information for prospective customers. Show the apartment,
emphasizing amenities, services available in the community, schools, churches, etc. Work closely with prospective
clients to lease the unit. Review the terms and conditions of the lease, calculate security deposits/prorate rents, review
procedures for garbage collection, etc. with each new move-in.
• Perform move-in inspections in the units, and process work orders as needed. (Ultimately signs lease and explain all
rules and regulations to residents and securing signatures in all necessary documents).
• Routinely walk or drive the grounds of the property and/or common areas. Speak to residents or issue lease violation
notices concerning trash, broken windows and screens and other issues, which detract from the curb appeal of the
property.
• Follow up if items are not addressed timely or in the case of repeat lease violations. Refer the resident to management
for possible legal action.
• Set up and maintain confidential files for each household. Assist in compiling information for monthly management
reports, and assist in maintaining statistical data. Review vacancy reports every day to stay abreast of available units,
verify accuracy of report, process necessary corrections.
• Gather 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;
• Assist with file preparation at site level as needed.
• Perform additional duties as assigned.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each competency satisfactorily. The requirements
listed below are representative of the knowledge, skill, and/or ability required.
DESIRED QUALIFICATIONS:
• 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; and
• Demonstrated knowledge of PC-based software applications (Microsoft Word, Excel and Outlook);
EDUCATION/EXPERIENCE/CERTIFICATIONS:
• Associate degree in business management or a related field or an equivalent combination of education and experience;
• Five (5) years administrative support services experience;
PREFERRED QUALIFICATIONS:
• Must understand and be able to explain to others the terms and conditions of the lease, criteria for admission into the
affordable housing program as well as other property rules and regulations.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform
the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate
computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The
employee must be able to sit or stand for eight hours while performing essential work duties. The employee must be able to
accurately exchange information in person, in writing and via e-mail and telephone. The employee must be able to perform
essential job functions in an environment that could have increased stress levels.
OTHER: 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.
EMPLOYEE ACKNOWLEDGEMENT
I understand that this position description in no manner states or implies that these are the only duties and responsibilities
to be performed by the incumbent. My signature below signifies that I have reviewed and understand the contents of my
position description.
Employee Signature
