Administrative Assistant Job at Quantum Real Estate Mgmt LLC in Silver Spring

General Responsibilities

Provide administrative and clerical support; Ensure that residents receive courteous reception and services; Handle all incoming calls in a professional manner; Meet and greet all visitors and the public; Assist Management Staff with special projects, administrative tasks, and other property management related work.

Essential Duties

Front Desk Reception & Administrative Support

1. Maintain professional and courteous relationships with current and prospective residents, other staff members, suppliers, vendors, and professionals associated with the company,
2. Act as receptionist for residents and visitors,
3. Answer, direct and return phone calls as necessary,
4. Type, distribute and distribute correspondence, and process mail,
5. Update and maintain all resident log books, phone lists, and emergency contact information. Ensure proper copies of forms and documents are available in the Front Desk area.
6. Update the entry system as needed when resident phone numbers change,
7. Manages office supply inventory by completing weekly inventory and recommending supply orders to Assistant Property Manager,
8. Process payments daily and make bank deposits as needed in accordance with company policies and procedures.
9. Prepare delinquency and prepaid notices and contact residents and their support persons about payment under the direction the Assistant Property Manager to keep delinquency rate as minimal as possible.
10. Process invoices, purchase orders in accordance with company policies and procedures and as directed by Assistant Property Manager,
11. Assist with the applicant waiting list and leasing of apartments as directed by the Assistant Property Manager. Duties may include, but are not limited to, entering applications into the property management software, checking applicant files for accuracy, and maintaining files, contacting applicants to follow up on their application, assisting with the annual waiting list periodic assessment, and copying and assembling packets of forms.
12. Assist with the recertification process as directed by the Assistant Property Manager. Duties may include, but are not limited to, assembling packets of forms, communicating with residents and their support persons in writing or verbally to assist in obtaining necessary documents or setting/reminding about appointments, and review packets of documents for accuracy.
13. Assist with the property maintenance program as directed by the Assistant Property Manager. Duties may include, but are not limited to, creating, completing, and closing all maintenance tickets in property management software program, contacting residents to ensure the maintenance work was done properly, assisting with semi-annual apartment inspections, and keeping the Assistant Property Manager informed of any reoccurring maintenance issues,
14. Schedule, coordinate and assist in preparation for meetings and miscellaneous projects as directed.
15. Receive and distribute resident packages from delivery services. Log all packages to ensure proper tracking while in possession of the management. Audit packages at the beginning and end of shift with the Front Desk Attendant to ensure all packages are