Administrative Assistant I - Move-Out

Summary:

The Administrative Assistant I – Move-out is responsible for ensuring the smooth and efficient transition of properties from rented status to vacant status. 

 Essential Functions:

• Performs tasks at the direction of Office Manager.
• Responsible for insuring properties are ready for show with awareness of the “curb appeal” of properties.
• Schedules and at times conducts inspections of newly vacated properties managed by the company.
• Orders necessary repairs and/or cleaning by appropriate vendors.
• Works with vendors to secure the best services and rates for the company.
• Maintains work areas and office in clean and orderly manner. 
• Provides former tenants with a written accounting of deposit funds and any charges against deposit funds.
• Prepares correspondence letters to tenants, owners, and investors.
• Prepares daily/weekly/monthly reports as required.
• Works to obtain and maintain full occupancy. 
• Audits processes to ensure compliance with standardize procedures; Prepares and audits move-in/move-out paperwork; Prepares and monitors work orders for cleaning, painting and maintenance, as well as pest control, carpet cleaning and other vendors needed for orderly turnover of apartments.
• Prepares vacant rentals, including dusting, cleaning, and vacuuming. 
• Serves as liaison between the company, owners and residents during a move-out. 
• Negotiates resolutions between tenants, upholding the rules and regulations set forth in the rental agreements.
• Timely and successfully handles resident requests for service, complaints, or problems.
• Complies with all applicable state, federal, and local laws related to the responsibilities of the position, including landlord-tenant laws.
• Answer and create work orders from the afterhours/weekend emergency phone line on a rotating basis.
• Travel to properties in through Northern California as needed.
• Attend meetings and events in Chico office as required.
• Assist with daily work orders as needed
• Regular attendance.
• Overtime as required.
• Other tasks as assigned.

Other Functions:

• Performs related duties consistent with the scope and intent of the position.

Mental and Physical Demands:

• Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; requires a high level of organizational and prioritization skills; may occasionally deal with distraught or difficult individuals.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
• Ability to lift up to 50 pounds.
• Ability to establish and maintain customer oriented focus with callers, guests, clients, supervisor and co-workers.
• Ability to walk, kneel, climb, stand, stoop, crouch, and reach when performing light maintenance and office activities.

Supervisory Responsibilities:

• This position does not have any supervisorial responsibilities.

Core Competencies/Qualifications:

• Commitment to the company’s mission. 
• High school diploma or GED. Additional education and/or training is preferred.
• Education, training, skills, and experience necessary to carry out assignments. 
• Ability to read, write, speak and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage. 
• Demonstrated computer skills with proficiency in Word and Outlook.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.
• Self motivated, punctual, detail oriented, and able to work independently.
• Must have excellent organizational and interpersonal skills.
• Two (2) or more years experience in the property management field.
• Knowledge of multi-family dwelling rentals and larger complex management.