Maintenance Division Administrative Assistant

Description

POSITION: Maintenance Division Administrative Assistant  

REPORTS TO: Home and Condo Property Manager 

HOURS: Monday-Friday: 8AM – 4:30PM 

Position Summary 

The ideal candidate will possess a strong customer service orientation, coupled with the ability to work independently. While actual maintenance skills are not necessary, a background in property management and familiarity with the daily maintenance requirements of residential facilities are highly desirable. He/she is expected to display a strong commitment to company goals, values, and the success of Ardent Communities. Provide excellent Customer Service to new and existing residents. Under the immediate direction of the Division Manager
 

Administrative 

• Communicate effectively with residents, staff, vendors, and HOAs, ensuring prompt resolution of issues and timely responses to messages 
• Collaboration with maintenance staff to ensure timely completion of repairs. 
• Proficient computer and phone skills, aiding in scheduling and the preparation of daily, weekly, and monthly reports. 
• Participation in bidding processes for capital improvements, insurance claims, and other relevant areas. Assistance in implementing successful bids. 
• Identification and meetings with qualified contractors to augment our existing list. 
• Adhere to Fair Housing Laws and company policies. 
• ­Assist the Manager in the daily operation of the Condo Division as necessary. 
• ­Maintain accurate and organized records for all communities, including resident files, maintenance logs, contracts, inspections, and correspondence. 
• ­Process rental applications, prepare lease documents and schedule and assist in lease signing.  
• ­Assist in the communication between the Homeowners Associations and residents.  
• ­Help to handle any concerns and or problems that arise within the division.  
• ­Other duties assigned by the Property Manager, Regional Manager, President of Ardent. 
• ­Notify residents and homeowners of lease & HOA violations and any applicable fines. 
• ­Assist apartment communities who lease condos with any needs regarding to the condo communities.  
• ­Help to develop and keep updated a Condo Division Handbook.  
• ­Process the Notices and send information to residents.  
• ­­Inform residents of Utility shut off notices and fines 
• ­Process Move Out notices and send resident reminders.  
• ­Coordinate the lock boxes for move outs.  
• ­Update RLL & utilities for Move outs 
• ­Help with resident events 

Maintenance / Property Appearance 

• Document all maintenance requests calls on the appropriate forms.  
• ­Schedule work with all contractors to prepare vacancies for rental and complete other miscellaneous projects 
• ­Make final preparations on ready vacancies prior to resident move-in date. 
• ­Help to coordinate daily activities of the Maintenance personnel to ensure proper response to maintenance requests, preparation of vacancies and the overall quality of the community appearance. 
• ­Coordinate resident requests with maintenance in a efficient way.  
• ­Write scope of work to obtain bids for property projects. 
• ­Acquire competitive bids for refurbishments as directed.  
• ­Help to inspect the property on a regular basis to ensure proper upkeep. 
• ­Assess vacant units prior to renting to meet Ardent’s standards. 
• ­Communicate with RSCs on sites 

Requirements

Qualifications 

• Proficiency in Word, Excel, and Outlook. 
• Flexibility in daily routines with the capability to prioritize and manage evolving responsibilities. 
• Exceptional verbal and written communication skills.
   

Requirements 

• Admin Experience  
• Property Management Experience  
• Valid Driver's License 
• Reliable Vehicle