Portfolio Administrative Assistant

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Job description

Position Summary/Objective

The Portfolio Administrative Assistant is responsible for providing effective customer service for all internal and external customers by using excellent, in-depth knowledge of company products and programs as well as communicating effectively with team members.

Essential Duties and Responsibilities

• General support to the team on tasks, projects, organization, planning, and meetings as directed by the Portfolio Manager or Assistant Portfolio Manager
• Greet potential and current residents and visitors, answer phones and return emails; assist them with questions and/or concerns
• Keep records of resident's interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken
• Assist with resident letters/notices and ensure copies are uploaded into Yardi
• Assists with calling resident that are delinquent on their rent
• Provides timely and accurate information to residents
• Provides timely feedback to the team regarding service failures or residents' concerns
• Partners with the sales team to meet and exceed residents service expectations
• Sending landlord/employment/service animal Verification Requests
• Entering and uploading verifications into Yardi
• General office up-keep and organization
• Ordering office supplies and maintains accurate inventory
• Assist with coordinating resident and office event planning, coordinating and execution
• Collect /Code/Scan rental payments
• Maintenance Department Assignments:
  • Resident work order correspondence as needed
  • Coding invoices
  • Generating POs w/ Management approval
  • Submitting approved resident charge-backs to AR
• Special projects as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

1. Highly organized
2. Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills
3. Ability to multi-task
4. Ability to thrive in a fast-paced environment
5. Aptitude with computers, internet, network phone systems, MS Office and Salesforce
6. Must be capable of working effectively with people from differing backgrounds/education levels
7. 2-5 Years' Experience
8. Customer/Client Focus
9. Problem Solving/Analysis
10. Time Management
11. Communication Proficiency
12. Teamwork Orientation
13. Technical Capacity
14. Valid Drivers License is Required
15. Exceptional Customer Service and Interpersonal Skills
16. Exceptional written and oral communication skills
17. Proficient using computers and property management software
18. Problem solving skills
19. Independence and autonomy

Required Education and Experience

1. High School Diploma or equivalent
2. Highly organized
3. Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills
4. Marketing, social media and sales experience
5. Ability to multi-task
6. Ability to thrive in a fast-paced environment
7. Aptitude with computers, internet, network phone systems, MS Office and Salesforce
8. Must be capable of working effectively with people from differing backgrounds/education levels
9. Valid Drivers License is a requirement

Preferred Education and Experience

1. Prior property management or real estate company experience
2. Bilingual (Spanish Language) a plus

Supervisory Responsibility
This position has no supervisory responsibilities.

Travel

No travel is expected for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of the job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.

VineBrook Homes LLC ("VineBrook") is proud to be an equal opportunity employer that is committed to diversity and inclusion in the workplace. VineBrook considers all applicants for employment without regard to race, color, sex, sexual orientation, gender, gender identity, age, religion, national origin, pregnancy, child or spousal support withholding, disability, marital status, genetic information, citizenship/immigration status, military/veteran status, or any other status protected by federal, state, or local law. VineBrook makes hiring decisions based solely on qualifications, merits and business needs at the time. Upon request, VineBrook will reasonably accommodate applicants with a disability who need accommodation during the application process, unless accommodation creates an undue hardship to the company. We are also a Drug Free Workplace. As permitted by law, qualified applicants will also be required to pass a drug screening before beginning employment.

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