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RP MANAGEMENT INC · 2 days ago

Administrative Assistant

Hummelstown, PA

Full-time

Onsite

New Grad, Entry Level

$19/hr - $24/hr

Rp Management Inc is a property management company, and they are seeking an Administrative Assistant to oversee the day-to-day operations of a specific property. The role involves implementing policies, managing tenant relations, and coordinating leasing activities under the direction of the Community Manager and Asset Manager.

Property ManagementReal EstateResidential

Responsibilities

Maintain regular daily office hours ensuring adequate coverage on weekends and holidays as required

Maintain good answering service relations and systems for exchange of information and keep answering service up-to-date with calling sequences and accurate names and numbers

Maintain accurate, efficient files for all site administration including tenant files, applicant files, vendor and contractor files, accounting files, etc

Implement marketing and advertising campaign for leasing of apartments as approved by Community Manager and Asset Manager

Assist Community Manager in coordinating resident events such as open houses, Realtor tours, and tenant promotional activities

Maintain constant awareness of market conditions affecting the leasing and general operations of the property, including but not limited to, knowing the competition and corporate in/out migration

Develop and maintain a leasing reference book for the property’s unique features, amenities, size, available apartments, rental rates, and leasing promotions

Develop and maintain and implement a leasing checklist and package to include all required forms, deposits, schedules, and information needed to effectively lease apartments

Know and understand RP Management’s lease agreement, related documents, and the affecting Landlord-Tenant code and other laws and ordinances affecting Landlord-Tenant code and other laws and ordinances affecting the marketing and leasing of the property

Show apartments in an effective, professional, and friendly manner as directed by RP Management’s policies and procedures

Track and follow-up on all prospect referrals, walk-ins, and phone inquiries

Process all applications and diligently screen applicants for Community Manager’s approval in accordance with RP Management’s operational procedures

Perform all pre-move-in inspections of apartments being turned

Maintain rental and deposit collections

Monitor landlord-tenant relations and assess and resolve tenant complaints expeditiously under the direction of the Community Manager

Supervise the work order dashboard to assure expeditious and proper response to tenants’ needs

Confirm that tenants are fully and properly notified of all issues that affect their tenancy, including filing court documents for eviction, and attending scheduled court hearings as Landlord’s representative as directed by the Community Manager

Maintain constant awareness and compliance with the Fair Housing Laws

Maintain constant adherence to the Landlord-Tenant code and other laws and ordinance affecting the property

Conduct unit inspections for determination of tenant’s security deposit disposition according to RP Management’s policies and procedures

Prepare security disposition letters, security deposit returns, and reports according to RP Management’s policy

Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable

Process all property expenditures for Community Manager’s approval according to RP Management guidelines

Perform data entry as required of Assistant Community Managers and directed by RP Management

Prepare and submit to Asset Manager all required reports including, but not limited to, the weekly occupancy summary, move-in/move-out analysis, traffic reports and rent rolls

Prepare and submit to Asset Manager for approval monthly lease renewal batches

Take part in preparing annual operating budget with Community Manager and Asset Manager according to RP Management’s policies and procedures

Assist Community Manager in maintaining appropriate building security measures, incident documentation, and proper notification to management, Safety Committee, owners, and insurance carriers as required by RP Management’s policies and procedures

Maintain a continuous list of property needs and concerns including administrative, maintenance, and those that are market driven

Assist Community Manager in collecting multiple bids for contract work to present to Asset Manager and Director of Maintenance for approval

Order office supplies as directed by Community Manager

Assist Community Manager in conducting and documenting annual unit inspections in conjunction with Asset Manager and Director of Maintenance

Qualification

Property ManagementLeasing ProceduresFair Housing LawsData EntryTenant RelationsCustomer ServiceCommunication SkillsOrganizational Skills

Required

Responsible for the day-to-day operations of a specific property

Initiate and implement policies, procedures, forms, schedules, and/or controls as necessary to properly manage the property under the direction and approval of the Community Manager and Asset Manager

Maintain regular daily office hours ensuring adequate coverage on weekends and holidays as required

Maintain good answering service relations and systems for exchange of information and keep answering service up-to-date with calling sequences and accurate names and numbers

Maintain accurate, efficient files for all site administration including tenant files, applicant files, vendor and contractor files, accounting files, etc

Implement marketing and advertising campaign for leasing of apartments as approved by Community Manager and Asset Manager

Assist Community Manager in coordinating resident events such as open houses, Realtor tours, and tenant promotional activities

Maintain constant awareness of market conditions affecting the leasing and general operations of the property, including but not limited to, knowing the competition and corporate in/out migration

Develop and maintain a leasing reference book for the property's unique features, amenities, size, available apartments, rental rates, and leasing promotions

Develop and maintain and implement a leasing checklist and package to include all required forms, deposits, schedules, and information needed to effectively lease apartments

Know and understand RP Management's lease agreement, related documents, and the affecting Landlord-Tenant code and other laws and ordinances affecting the marketing and leasing of the property

Show apartments in an effective, professional, and friendly manner as directed by RP Management's policies and procedures

Track and follow-up on all prospect referrals, walk-ins, and phone inquiries

Process all applications and diligently screen applicants for Community Manager's approval in accordance with RP Management's operational procedures

Perform all pre-move-in inspections of apartments being turned

Maintain rental and deposit collections

Monitor landlord-tenant relations and assess and resolve tenant complaints expeditiously under the direction of the Community Manager

Supervise the work order dashboard to assure expeditious and proper response to tenants' needs

Confirm that tenants are fully and properly notified of all issues that affect their tenancy, including filing court documents for eviction, and attending scheduled court hearings as Landlord's representative as directed by the Community Manager