On-Site Administrative Assistant (REF6761C) Job at FPI Management, Inc. in San D

Company Description

Multifamily Property Management

Job Description

"• Property Name: Bay
• 3866 Ingraham St, San Diego, CA 92109, USA
• Full-Time
• Unit Count: 506
• Driver's License Required

The Administrative Assistant – Onsite is responsible for providing administrative support and bookkeeping/accounting functions for the apartment community, ensuring the efficient operation of the office. The Administrative Assistant – Onsite is responsible for conducting all job duties in accordance with Fair Housing Laws and Company policy, and supports the overall objective of meeting the expectations of the Client, based on the respective financial operating budget and management agreement.

Pay: $30 - $32 / Hour

Duties and Responsibilities:

The job analysis will be reviewed periodically as duties and responsibilities change with business necessity.  Essential and marginal (non-essential) job functions are subject to modification.  Nothing in this job analysis restricts management’s right to assign or reassign duties and responsibilities for this job.

1. Handle the invoice management/oversight responsibilities of the Portfolio.
   1. Ensure all properties are posting invoices in a timely manner
   2. Follow-up with vendors weekly to confirm they have submitted invoices to the properties for payment
   3. Assist onsite teams as needed with invoice processing, either remotely or onsite/in-person.
   4. Consolidate/distribute purchase order and invoice detail reporting to the portfolio, Directors, and ownership representatives.
   5. Monitor vendor insurance compliance to ensure vendors being utilized are authorized to do so.  Failure to become authorized prevents payments to be made for their services.
   6. Provide training to new onsite employees, as requested by the Director team, whose roles include processing of invoices and working with vendor insurance compliance.
2. As needed, work with Portfolio Marketing team to provide oversight of online reviews.
3. As needed, with Portfolio Regional Maintenance Supervisor and Director and team to monitor work order completion times.
4. Other 
   1. Consistently and fairly enforce community rules and regulations, FPI Standard Operating Procedures.
   2. Comply with all Fair Housing Laws and FPI policies and procedures.
   3. Promote a professional image by adhering to FPI Management's Dress Code Policy.
   4. Conduct displayed must be of a professional manner when communicating with employees, residents, prospective residents, clients, vendors, and guests while representing FPI Management.
   5. Responsible for meeting all training requirements for the position (Grace Hill, Safety Meetings, etc.).
   6. Perform any and all functions as directed by the supervisor, including special project assistance.

Perform any and all functions as directed by the supervisor, including special project assistance.

Qualifications

Minimum Requirements:

• Minimum 1 year of experience in a similar role, preferably within Residential Property Management. Experience in hospitality, retail, sales or customer service will also be considered.
• High School diploma or equivalency certificate required.
• Valid Driver's License, a good driving record, current motor vehicle insurance which meets State requirements, and an operable vehicle that meets FPI’s Driving Standards and Personal Vehicle Use policy. This position will primarily office out of Bay Apartments (Pacific Beach, CA) as well as at properties (as needed) for vendor meetings, onsite training, and occasional catch-up invoicing assistance due to short-staffing.
• Must be proficient in speaking, reading, and writing in English.
• Strong computer skills (MS Office, Google Apps, property management-related software, accounting-related software, email, internet).
• Realpage Spend Management and Vendor Credentialing experience is required.

Additional requirements for Affordable Housing properties:

• Must have a familiarity with affordable housing programs, including but not limited to: LIHTC, HUD programs (Project Based Section 8, Section 236, PRAC, 811 PRA), USDA-Rural Development (515), HCD, HOME Funds and Bonds.

Skills Required:

• Basic Computer Skills
• Customer Service
• Google Drive
• Google Mail (GMail)
• Internet Use

Additional Information

ESSENTIAL ATTRIBUTES

• Embracing and exemplifying our HEART core values and incorporating them into every task performed and every interaction with clients, supervisors, team members, colleagues, residents, vendors, etc.
• Positive influencing, interpersonal, and communication skills are essential.

Why look at FPI for your next career step? We are one of the largest third-party 100% fee-managed Property Management companies in the nation, an industry leader in both the Conventional and Affordable Housing spaces, managing over 850 communities (~150,000 units) across the country, and employing ~3,500 team members. We offer comprehensive compensation and benefits packages (employee-only employer-paid plan available), ongoing training, and plenty of opportunities to grow your career. Come join Team FPI!

EEO/EVerify Statements

FPI Management is an Equal Opportunity Employer. All qualified applicants are encouraged to apply. FPI Management participates in the E-Verify program.