Property Administrator

Title: Property Administrator

Reports To: Supervising Staff

Department: Property Management

Position: Full-Time

FLSA Status: Non-Exempt

Date Adopted: December 15, 2021

Position Summary:

This position supports the property management team of a diverse portfolio of senior buildings with various housing programs including Public Housing, Low Income Housing Tax Credit, Multi-Family, Congregate Housing, Project-Based Voucher Housing and Condominiums. This position serves as the primary contact for residents, applicants, and the public.

Essential Duties and Responsibilities:

Property Administrator

• Welcomes, directs, greets, and assists all guests and residents in a professional, courteous, and friendly manner

• Answers, screens, and forwards incoming calls accordingly

• Receives and sorts daily mail, deliveries/couriers as needed

• Distributes initial documentation to applicants including background screening release forms

• Provides a variety of administrative support, including but not limited to work orders, intent to vacate forms, and parking management

• Coordinates resident communication for the scheduling of routine extermination treatments and as-needed treatments

• Generates standard forms, such as rent statements, ledgers, and leases

• Scan leases for all new residents

• Distributes resident notices

• Uploads new files and annual recertification's to FileVision

• Distributes minutes to Condominium Homeowner's Association following scheduled meetings

• Assists with file management for audit reviews

• Ensures office supplies are stocked as needed

• Assist with resident events and meetings as needed

Program Information

• Communicates program information and requirements to residents and the general public

• Prepares annual recertification packages for timely distribution to residents and schedules recertification appointments

• Schedules resident appointments as requested

• Assists in creation of resident parking registers

• Assists in scheduling of quarterly and annual Condominium board meetings

• Receives recertification documentation and verifies as needed

• Monitors incoming recertification documents to ensure file completion and prepares files for Property Management to process recertification

• Opens and closes waitlist on Happy, downloads new applications weekly, screens for eligibility and places on waitlist. Creates applicant files

• Inputs applicants into FileVision

• Pulls applicant files, obtains screening authorization, runs background screening

• Sends offer/denial letters

• Schedules hearings as needed

• Completes preliminary processing of applicant files in preparation for leasing

• Sends biannual rank letters and completes annual purges

Other

• Takes the initiative to address and/or resolve complaints from residents and prospective residents. Follows-up accordingly to ensure problem resolution

• Assist residents with electronic payment changes (i.e. ACH, Zego)

• Enters data and generates reports in property management database software system (HAB)

• Submits rent ledgers to housing attorney on a weekly basis as needed

• Updates HAB legal status following late letters

• Files, maintains, and audits records filing system (hard copy and/or electronic) and protects confidentiality of required files, correspondence and activities ensuring compliance with adopted records retention policy

• Completes monthly purge of outdated files and maintains online file management system for records retention

• Assists residents through the entire process of vacating an apartment, including the completion, and filing of appropriate paperwork

• Provides administrative support in other areas of the Operations' Division, as needed.

• The Office Administrator will be required to move between all buildings in the portfolio

• May be required to perform other related duties as required and/or assigned

Knowledge, Skills and Abilities:

• Highly developed interpersonal skills with superior client-centered, positive, and professional customer service skills

• Strong ability to communicate successfully with people from a broad range of backgrounds.

• Excellent ability to handle difficult situations

• Excellent time management skills, with the ability to manage multiple priorities under time constraints

• Strong ability to work effectively in a team environment or independently in a fast-paced team environment

• Average knowledge of Microsoft Office Suite

• Fluent bilingual skills strongly preferred in Russian or Mandarin

Minimum Education/Experience Requirements:

High School Diploma and a minimum of three (3) years of experience in an administrative, customer service-related capacity

Additional Requirements:

Successfully pass a drug test, background check and reference review

Physical Requirements:

Provided under separate cover