Job Description

The District Support Specialist/Administrative Assistant provides administrative and operational support to both the property management field operations and corporate office. This position is responsible for data entry, tenant communications, document management, and assisting with the day-to-day operations of the property management team. 

Job Responsibilities/Essential Functions:

Administrative Support:

• Answer phone calls and respond to emails from tenants and vendors, providing professional and timely assistance.
• Prepare, organize, and maintain property records, lease agreements, and other essential documents.
• Manage mail, including sorting, distributing, and processing invoices for vendors and contractors.
• Maintain organized filing systems for electronic and physical documents.

Data Entry & Tenant Management:

• Enter and manage tenant and property information in Rent Manager, including processing rent rolls and tenant move-ins/move-outs.
• Ensure the accurate and timely processing of leases, disclosures, and internal paperwork while complying with Fair Housing standards and state regulations.

Lease & Property Coordination:

• Collaborate with Community and Regional Managers to complete home purchase documentation and ensure all paperwork is properly filed.
• Coordinate the leasing process by handling rental applications and assisting tenants with inquiries.

Vendor Coordination:

• Verify that vendor documentation, including W9s, business licenses, and insurance, is up to date, and follow up on renewals or discrepancies.

Mail and Invoice Management:

• Check, sort, and distribute incoming mail daily.
• Make trips daily to the post office.
• Enter invoices into the property management system and ensure they are coded correctly and processed in a timely manner.
• Assist in verifying the accuracy of vendor invoices and follow up on any discrepancies.

Document & Data Management:

• Maintain and update the property management system with accurate tenant and property information.

Additional Duties:

• Perform other duties as assigned, including special projects or tasks to assist the overall property management operation.

Education and Experience:

• College degree preferred, but not required.
• Experience in property management or administrative support is advantageous.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software such as Rent Manager or CRM systems.
• Strong communication and interpersonal skills with the ability to multitask and prioritize work in a fast-paced environment.
• Excellent attention to detail and organizational skills.
• Ability to work independently and collaboratively with minimal supervision.
• A valid Driver’s License is required.
• Employment is contingent upon successful completion of a background check.

Working Conditions:

• Employees work in a well-lighted, temperature-controlled indoor environment.

Physical Requirements:

• Must be able to sit for extended periods, walk intermittently, and occasionally bend or stoop.
• Must possess normal hearing and vision, with or without an aide, to disseminate information effectively and perform essential job functions.

What We Offer:

• Competitive salary based on experience.
• Paid time off and holidays.
• A supportive and team-oriented work environment.

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