Administrative Assistant - Aspen Place Apartments

Job Summary

The Administrative Assistant supports property operations through accurate recordkeeping, reporting, resident communication, and providing assistance to the leasing team. This part-time position will prioritize assigned administrative duties while also assisting current residents and prospective residents as needed. Reports to the Property Manager.

Schedule
Mon. Wed. Fri from 9 - 4 with one or two Saturdays a month.

Supervisory Responsibilities

None.

Duties and Responsibilities

Administrative and Operational Support

• Maintain organized property and regional files, resident records, leasing documents, and other administrative paperwork; assist with data entry, recordkeeping, and routine bookkeeping as directed.
• Assist with preparing, reviewing, and submitting month-end items, monthly manager credit card expense reports, owner reports and meeting materials.
• Review files and documentation for accuracy and completeness, communicate discrepancies and follow up on missing items.
• Assist with monthly reviews of property websites, charges, marketing specials, utility logs, RLL audits, and fixed assets. Comment on electric charges over $55 in the utility logs and bring questions or discrepancies to management.
• Track and follow up on assigned action items, deadlines, and property initiatives; support meetings, audits, and inspections.
• Assist with the new hire onboarding setup process for the Oklahoma City area.

Resident Services

• Answer incoming call, welcome prospective and current residents and provide friendly, professional customer service, direct questions to the appropriate team member.
• Document resident requests and concerns and refer unresolved complaints or lease concerns to the Property Manager.
• Assist with weekly vacancy reviews and compile leasing, occupancy, and marketing reports using information from property teams.
• Assist with applications, background and credit checks, and reference verification as directed by the Property Manager and in accordance with company procedures.
• Assist with keeping the model and available apartments tour-ready, monitoring common areas and curb appeal, and reporting maintenance needs or lease concerns to management.
• Assist with shared facility use and resident communications as directed; support property marketing efforts and resident retention activities.
• Assist with resident newsletters, event communications, marketing materials, and maintaining current information about promotions, discounts, availability, and wait lists.
• Provide backup support and other related duties as assigned.

Required Skills and Abilities

• Strong organization, attention to detail, accuracy, and the ability to prioritize and follow through on assigned tasks.
• Friendly, professional manner with strong customer service, interpersonal, and verbal and written communication skills.
• Ability to work independently, follow instructions, ask questions, and learn property management and leasing procedures.
• Ability to handle confidential information discreetly and respect the privacy of residents, applicants, vendors, employees, owners, and guests.
• Basic computer skills and familiarity with Google Workspace, including Gmail, Google Docs, and Google Sheets; ability to learn AppFolio or related property management software.
• A functioning smartphone for work-related communication and in-field app use.
• Ability to communicate effectively in English with residents, applicants, contractors, and team members.

Education and Experience

• High school diploma or equivalent required.
• Prior administrative, customer service, or leasing experience preferred; previous property management experience is not required.
• Complete required Fair Housing training and follow company leasing and resident service procedures.

Physical and Scheduling Requirements

• Prolonged periods sitting at a desk and working on a computer, with periods of standing and walking while assisting residents and conducting tours.
• Ability to navigate property grounds and stairs and work outdoors in varying weather conditions while performing assigned duties.
• Work an assigned part-time schedule, which may include weekends or evenings based on property needs.