Job Description
Job Description
Our firm is a growing property management company in Kenosha focused on high customer satisfaction.
The Administrative Assistant is responsible for supporting colleagues and clients, and ensuring that the firm is run smoothly and efficiently. As the first “face” to the customer, the Administrative Assistant has a key responsibility in developing high customer satisfaction. The Admin Assistant reports to the President.
Roles & Responsibilities:
· Office Administration
o Open and close office daily, per business hours.
o Answer phone calls and emails and ensure a positive customer experience; transfer calls as appropriate. Return ALL missed calls; ensure that all calls are answered or returned promptly.
o Greet and assist visitors, accept payments for services (rent, security deposits, etc.). Issue receipts for payments if requested by customers (residents).
o Pick up mail daily from the drop box and mailbox, and at least weekly from the post office (company post office box).
o Manage and maintain high office décor: keep the office orderly and neat, sorting mail and filing documents, order & replenish office supplies, daily clean up, vacuum weekly or as needed, decorate office, water plants, remove trash.
o Responsible for selecting and ordering company attire for employees per company policy.
o Manage key fobs for employees and tenants of the office building.
o Schedule business meetings, maintain calendars.
o Assist president, perform tasks as requested, such as rental market research.
o Enter new properties and owners in the company software system (Appfolio).
o Assist with mailings (print and prepare and mail notices, mail bill payments), including trips to the post office for special mailings.
· Customer Interface
o As first contact for residents and clients, promote a positive customer experience.
o Enter maintenance requests when calls are made to the office; encourage residents to use the portal for submitting requests.
o Initial screening of prospective tenants.
· Continual Improvement
o Make recommendations and assist in developing best practices.
o Work within established Company Policies.
o Strong emphasis on brand recognition and improvement.
Requirements & Qualifications:
· High school diploma – required
· Basic computer skills, including good command and use of Microsoft WORD and EXCEL
· Willing to run errands outside of the office (occasionally, get supplies, deliver notices, open apartments for vendors and tenants)
· Ability to work independently with no supervision
· Exemplary interpersonal skills and professional demeanor
· Team player with drive for high customer satisfaction, high integrity and commitment to company brand and vision
· Full time position
o M - F, 9 AM – 5 PM
o 40 hours per week
Compensation
· Hourly pay: $20 - $24 per hour)
· 1 week paid vacation
· 10 paid holidays (per company schedule)
· 6 paid sick days
· Annual bonus (at discretion of the President)
· No other benefits offered for this position
· Benefits are accrued; prorated to start or end date, except holidays per company schedule.
· Benefits cannot be rolled over to subsequent year (“use or lose”)