Maintenance Administrative Assistant

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