Job Description

Multifamily Property Management

Job Description

The Administrative Assistant – Onsite is responsible for providing administrative support and bookkeeping/accounting functions for the apartment community, ensuring the efficient operation of the office. The Administrative Assistant – Onsite is responsible for conducting all job duties in accordance with Fair Housing Laws and Company policy, and supports the overall objective of meeting the expectations of the Client, based on the respective financial operating budget and management agreement.

• Property Name: Rosemary Senior
• 30 E Rosemary St, San Jose, CA 95112, USA
• Full-Time
• Unit Count: 106
• Reliable transportation to and from work, possibly including off-site training locations, is required to fulfill job duties.

Pay: $23 - $25 / Hour

DUTIES AND RESPONSIBILITIES

1. Handle the accounting responsibilities of the Apartment Community.
   1. Maintain leasing records.
   2. Record move-ins and move-outs in accounting system.
   3. Verify all documents required for resident are in the lease file.
   4. Make bank deposits.
   5. Record bank deposits in cash log and report deposit to corporate accounting.
   6. Complete delinquency report.
   7. Complete move-out paperwork within 96 hours of apartment becoming vacant.
   8. Completion of month end report.
   9. Code all bills for payment and copy.
   10. Maintain declining budget book.
   11. Enter bills into accounting system, if applicable.
2. Realize the maximum revenue potential of the property.
   1. Timely collection of rents and other income due to Owner.
   2. Timely service and enforcement of evictions for non-payment of rent and violations of the community rules and regulations that cause loss of revenues.
   3. Ensure collections of rent through vacating date. 
   4. Ensure the timely vacating of all apartments to minimize loss of income.
   5. Inspect all vacated apartments for accurate costs of turnover.
   6. Submit files to attorney for possession and monitor progress to obtain timely repossession.
3. Participate in leasing activities as requested.
   1. Show available apartments.
   2. Practice professional leasing techniques.
   3. Be aware of current advertising and market programs for the apartment community, as well as all community rules and regulations, policies and procedures.
   4. Perform a closing ratio of 40% of the prospective residents.
   5. Ensure that a thorough background check is done on all prospective residents, before approval for occupancy.
   6. Strive for good resident/management relations, to retain desirable residents.
   7. Ensure the safety, comfort and privacy of all property residents.
   8. Be aware of the existing and changing market conditions.
4. Be familiar with the competition and surrounding area of the apartment community.
5. Assist Community Director with the following.
   1. Preparation of weekly report.
   2. Move-out paperwork.
   3. Completion of month end report.
6. Perform clerical functions.
   1. Answer the telephone with a smile.
   2. Keep accurate records of resident and property activities.
   3. Collect and record rent and deposits and ensure safety of money collected.
   4. Issue notices for violations of the community rules and regulations.
   5. Open and distribute mail.
   6. Order necessary office supplies with appropriate approval.
   7. Assist residents with the reporting and recording of maintenance needs.
7. Maintenance Compliance
   1. Track completion of service requests within 24 hours. Maximum allowable time to be 48 hours.
   2. Maintain Maintenance Log.
   3. Enter maintenance requests into accounting system.
   4. Maintain capital improvement log.
8. Lease Renewals
   1. Maintain monthly lease expiration reports.
   2. Review lease expirations and necessary increases with Community Director.
   3. Enter rent increases into the accounting system.
   4. Update current market rents in system to conclude accurate market deviation.
9. Conduct move-in orientation functions requested.
10. Other 
    1. Consistently and fairly enforce community rules and regulations, FPI Standard Operating Procedures.
    2. Comply with all Fair Housing Laws and FPI policies and procedures.
    3. Promote a professional image by adhering to FPI Management's Dress Code Policy.
    4. Conduct displayed must be of a professional manner when communicating with employees, residents, prospective residents, clients, vendors, and guests while representing FPI Management.
    5. Responsible for meeting all training requirements for the position (Grace Hill, Safety Meetings, etc.).

Perform any and all functions as directed by the supervisor, including special project assistance.

Qualifications

Minimum Requirements:

• Minimum 1 year of experience in a similar role, preferably within Residential Property Management. Experience in hospitality, retail, sales or customer service will also be considered.
• High School diploma or equivalency certificate required.
• Must be proficient in speaking, reading, and writing in English.
• Strong computer skills (MS Office, Google Apps, property management-related software, accounting-related software, email, internet).

Additional requirements for Affordable Housing properties:

• Must have a familiarity with affordable housing programs, including but not limited to: LIHTC, HUD programs (Project Based Section 8, Section 236, PRAC, 811 PRA), USDA-Rural Development (515), HCD, HOME Funds and Bonds.

Skills Required:

• Basic Computer Skills
• Customer Service
• Google Drive
• Google Mail (GMail)
• Internet Use

Additional Information

ESSENTIAL ATTRIBUTES

• Embracing and exemplifying our  HEART  core values and incorporating them into every task performed and every interaction with clients, supervisors, team members, colleagues, residents, vendors, etc.
• Positive influencing, interpersonal, and communication skills are essential.

Why look at FPI for your next career step? We are one of the largest third-party 100% fee-managed Property Management companies in the nation, an industry leader in both the Conventional and Affordable Housing spaces, managing over 850 communities (~150,000 units) across the country, and employing ~3,500 team members. We offer comprehensive compensation and benefits packages (employee-only employer-paid plan available), ongoing training, and plenty of opportunities to grow your career. Come join Team FPI!

EEO/EVerify Statements

FPI Management is an Equal Opportunity Employer. All qualified applicants are encouraged to apply. FPI Management participates in the E-Verify program.

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