GoldenWest Management, Inc Hiring for Administrative Assistant Job at Phoenix, AZ Full Time

Service Description:

The administrative assistant position is the backbone of each office. Without a congenial disposition, attention to detail, ability to multi-task, and expert organizational skills, the office work flow for all team members can easily fall behind and out of sync.

Requirements:

• Working vehicle transportation
• Cellular Telephone with email receiving capabilities and professional voicemail
• Submit to criminal background and credit check as well as verification of references

Admin Assistant Roles & Responsibilities:

· Conduct all real estate activities in accordance with the Local, State & Federal Real Estate laws and guidelines.

· In accordance with GWM SOP’s, assist in the day to day operations of the assigned office portfolio

· Oversee and maintain organization and proper distribution of all documents and files

· Maintain excellent communication standards between GWM and clients/customers.

· Assist staff in solving complex Landlord/Tenant and Property issues.

· Carry out any additional tasks as assigned by Portfolio Manager or Senior company personnel.

· Ensure all legal or Administrative complaints are forwarded to the Broker in a timely manner.

· Focus on the tracking and reporting of Portfolio Key Principle Indications (KPI’s):

o Leasing and Renewal

o Unit Vacancy & Property Turnover

o Management Fee collection

Key Position Tasks:

· Office Support

o Assist the Office Manager in day to day office tasking and organization.

o Assist the Property Manager in Landlord-Tenant updates and client service.

o Assist the Leasing agent in Tenant screening, placement & move-in process.

o Coordinate with Headquarters staff including Maintenance and Accounting department to solve both basic and complex day to day issues.

· Answering Phone Calls

o Screen all calls and pass along messages to the appropriate staff member.

o Answer base level questions from prospective Tenants inquiring about available property.

· Disbursing Notices and Messages

o Assist manager in sending and tracking all notices.

o Assist manager in coordinating, scheduling & tracking all turnover repairs.

o Assist manager in sending and tracking all HOA and Lease Violation Notices.

· Filing System (Paper & Electronic)

o Tenant files – updated with all pertinent information including leases, applications, walk-thrus, notices, appropriate documents.

o Owner files – updated with all pertinent information including management contracts, property profiles, W-9, year-end statements, and conversation log.

o Organize and maintain GWM operational files.

· Rent Collection

o Assist Property Manager in rent collection duties

o Rent Roll and small balance tracking

o Initial leasing fee and security deposit collection

· Data Accuracy

o Keep an updated Tenant and Owner contact information file

o Keep an updated Employee contact information file

o Data accuracy should be maintained both with paper and electronic files

o Assist with listing properties and passing along the appropriate information for properties for rent or for sale.

· Appfolio Management Systems Operations

o Utilize company property management software to conduct all Tenant/Landlord/Employee records.

o Use Appfolio to update all Landlord and Tenant user portals in order to give updated information regarding notices and violations of the property.

o Stay current and educated on Appfolio updates and system tools.

· Maintenance and Repairs

o Assist maintenance in ordering and following up on all repair requests.

o Assist manager in tracking outstanding turnover/maintenance items.

o Assist manager in making sure Landlords are kept abreast of all major issues pertaining to their property with respect to turnover and violation notices.

o Assist in monthly property inspection scheduling.

· Miscellaneous

o General maintenance and upkeep of the office space.

o Mail collection from the post office box.

o Manage office inventory and ordering process.

o Kitchen clean up and morning/afternoon prep/take down.

Job Type: Full-time

Pay: $17.00 – $18.00 per hour

Schedule:

• 8 hour shift

Work Location: One location