Administrative Assistant

Job Title: Administrative Assistant

Department: Property Management

Reports To: Director of Property Management

FLSA Status: Non-exempt

Salary Range: $41,704 - $50,960

Approved Date: May 7, 2025

Summary Manages the day-to-day operations of the Property Management Department, provides complete and accurate administrative support for property and blended management (integration between property management and support services) in accordance with fair housing laws.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Serves as the primary point of contact for the Director of Property Management, screening and managing incoming correspondence. Coordinates and manages the Director's schedule, including arranging meetings and appointments. Acts as a liaison between the Director and vendors, clients, and other external parties.

Answers incoming telephone calls, retrieves messages and forwards calls and/or messages to appropriate personnel or department.

Provides marketing information and assists in application processes.

Coordinates internal and external communications for the Department and on behalf of the Director, ensuring timely and clear dissemination of information. Assists in managing communications between the Director, residents, and property management staff. Addresses routine resident inquiries or issues, escalating them to the Director as necessary.

Assists in the preparation of reports, presentations, and other documents. Maintain and update electronic and physical systems for retrieval of information. Updates and maintains the Property Management SharePoint Drive.

Collects and prepares PPR report information for Officer review. Identifies potential errors, and contacts property teams for corrections as needed. Generates reports and data summaries to assist the Director in decision making and strategic planning.

Organizes and coordinates the Appeals meetings, including preparing agendas, distributing materials, taking minutes, and following up on action items with property management and resolutions for applicants.

Assists in planning and organizing property management department events, training sessions, and other activities. Coordinates event logistics, including materials preparation.

Provide administrative support for special projects led by the Director, including coordinating with other departments and tracking project timelines.

Assists with tracking and managing the Department budget, including processing invoices and monitoring property budgets. Runs periodic receivables reports for each portfolio.

Assists the Director in developing, updating, and distributing property management policies and procedures. Ensures that all staff are aware of and have access to current policies and procedures.

Assists in tracking and reporting on key performance indicators (KPIs) related to property management. Compiles data for performance reviews, audits, and other evaluations.

Handles sensitive information with a high degree of confidentiality and discretion. Ensures that confidential documents and communications are securely managed and stored.

Performs additional administrative duties as required by the Director.

Supervisory Responsibilities This job has no supervisory responsibilities.

Requirements

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.

Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Displays understanding of how job relates to others; Uses resources wisely.

Problem Solving - Identifies and resolves problems in a timely manner; Uses reason even when dealing with emotional topics.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service ; Responds to requests for service and assistance; Meets commitments.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

General Competency - To contribute to the Dwelling Place mission, each employee must possess skills beyond the technical requirements for the position. An employee must also demonstrate the ability and capacity to work with others in a manner that fosters trust, cooperation and a positive team esprit de corps. Dwelling Place expects each employee to maintain high ethical standards in their interactions with customers, other staff, vendors and the public generally. Dwelling Place employees are also expected to be dependable, to be respectful of others, to use sound judgment, to seek out new opportunities for learning and to communicate effectively with others.

Employees must abide by all Dwelling Place policies including but not limited to the Dwelling Place Code of Ethics and personnel policies.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience High school diploma or General education degree (GED) or 2 or more years related experience and/or training.

Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills To perform this job successfully, an individual should have knowledge of Property Management Software; Database software; Internet software; Excel; Outlook; and Word.

Professional Licenses, Certificates, Registrations Valid Michigan Driver's License

Physical Demands 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 regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing 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 occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Salary Description

$41,704 - $50,960