Residential Administrative Coordinator

ABOUT THE ROLE

The Residential Administrative Coordinator is responsible for the day-to-day administrative support of the Residential Department.

WHAT YOU'LL DO

Administrative Duties

• Create and ensure accuracy of all lease documents.
• Set up utilities including internet for incoming or transferring residents.
• Assist Accounting with identifying any amounts to be billed back for resident utilities (MG&E Billbacks).
• Maintain and ensure accuracy of the property availability board. Save weekly copies of the availability board.
• Develop strong rapport through quality customer service and effective communication while enforcing company and community policies.
• Ensure that all resident requests are entered within work order system. Communicate with maintenance team and Property Managers of any emergency work orders that are received.
• Create monthly turn work orders based on apartment availability.
• Resolve all resident issues/concerns to best of your ability while following company policy.
• Track Resident Referrals, create and forward invoices to Accounting department.
• Assist in completion of move-ins/move-outs, giving special attention to apartment inspection reports. Relay accurate charges to Property Managers in order for security deposit requisitions to be completed by state code deadline.
• Ensure that resident files are complete and maintained per company procedure. This includes all resident data within Yardi as well as end of year filing.
• Assists Property Managers and Leasing Professionals, when necessary, in implementing and designing a resident retention program to include newsletters, signage, social media posts, resident referral incentive, and resident events.
• Responsible for reporting any unusual, extraordinary circumstances regarding the residents or properties to Property Manager.
• Send weekly surveys for work order feedback.
• Assist Property Managers and Leasing to ensure apartments are move in and tour ready.
• Distribute mail and file insurance certificates weekly.

Leasing Duties

• Assist in Leasing efforts by answering prospective resident calls or emails, responding to questions, setting appointments and leading apartment tours.
• Be available to lead and assist with open houses.
• Ensure accuracy and completion of prospect rental applications. Assist Property Managers with the processing of prospect applications when needed.
• Assist leasing in conducting shopping competition to apprise Residential Director of current market conditions when necessary.
• Input and maintain accurate and up to date demographic information.
• Update ULI.com with current apartment availability.
• Assisting leasing with Matterport virtual tours and videos of apartments when needed.

Miscellaneous

• Instill and demonstrate the Mission, Vision, and Values of Urban Land Interests to all employees, residents, and vendors.
• Follow and ensure compliance of all Fair Housing laws.
• Assist ULI front desk staff with calls or visitors for other departments as needed.
• Help ensure office is tidy and organized. Assist with printing and filing needs of other team members. Ensure keys are returned to locked boxes and are kept organized when needed.
• Maintain accurate records within payroll system.
• Update and distribute residential contact lists with employee changes to front line staff (Commercial and front desk) and residential team.
• Demonstrate thorough knowledge and ensure compliance with company policies and procedures.
• Report accidents and emergency situations to the Residential Director in a timely manner.
• Attend all scheduled meetings. Take Residential meeting minutes and save copies in shared folder.
• Encouraged to seek educational opportunities and self-improvement for personal growth and development to be discussed with Residential Director.
• Maintain a positive working relationship within the community, with employees, owners, vendors and outside agencies to help positively promote Urban Land Interests.
• Perform other duties which may be required to ensure economic success of Urban Land Interests as necessary.

WHAT WE'RE LOOKING FOR

• 1-3 years in Property Management, Customer Service, or Administrative related field required.
• High School degree required. College degree in business, communication, marketing or related field preferred.
• The ability to effectively convey ideas, images, and goals to a diverse group of personalities.
• A positive attitude and the ability to work well under pressure.
• Highly developed organization skills with a good attention to detail. Strong ability to prioritize responsibilities.
• Availability to work weekends especially during the months of March through August.
• Competence in Microsoft Office Suite including Word, Excel, and Outlook. Experience with Yardi and Adobe a plus.