Property Management Administrative Assistant

Job Description

Job Description

Benefits :

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

POSITION SUMMARY

This position will report directly to and will maintain consistent communication with the CEO and Controller for coordination of all job tasks.

The position will uphold a high standard of ethics, promoting a feeling of general good will and rapport with business associates.

Must be willing to take on assorted job assignments and be flexible with new tasks as they come. A positive can do attitude is a must!

This position requires driving a personal vehicle on behalf of the company; therefore, the prospective employee must successfully complete a motor vehicle history check, possess and maintain a current, valid drivers license in their state of residence, and maintain insurance coverage of at least the minimum amount required by California law.

JOB REQUIREMENTS

Business Administration

• Complete and submit applications for new business licenses, housing licenses, and health licenses as needed (upon acquisition of new properties)
• Administer and pay semi-annual and supplemental property taxes as needed (monthly)
• Administer and pay corporate agent for service of due process filings as needed (quarterly)
• Administer and pay state taxes for entities as needed (annually)
• Administer and pay Housing, Health, and other license renewals as needed (annually)
• Administer and pay statement of information LLC-12s for state entity filings as needed (quarterly)
• Complete 592 / 592-V forms and write owner distribution checks (quarterly)
• Stamp paystubs (bi-weekly with payroll)

Utility Maintenance

• Manage all company utility accounts such as Spectrum, LADWP, SoCal Gas, T-Mobile, & others
• Set up new properties as needed for utilities autopay and paperless billing.
• Check utility bills for accuracy.
• Maintaining utility continuation of active properties or discontinuation upon sale of the property
• Process utility bill payments as necessary.

Mail Processing

• Drive to the local PO Box to pick up mail at least twice per week.
• Open all mail, scan, and email as attachments and / or save files to shared drive as appropriate.
• Sort mail between bills, notices, and rent checks.
• Scan and save maintenance receipts by month and by property.
• Request cashier's checks from the banks, pick up checks (rarely)

Company Equipment Inventory

• Label and help track company inventory.
• Help with issuance of equipment to employees at direction of Human Resources.
• Manage T-Mobile account. This includes billing, new account set up, and account terminations.

Lender Holdback Draw Process

• Periodically review general ledger for each project to determine if project is eligible for loan draw.
• Send general ledger with new expense items highlighted for review by General Manager or Controller
• Format expenses according to lenders instructions.
• Download all reference documents and send waivers to vendors to be signed by DocuSign.
• Process & Submit loan draw application package to lenders for release of construction holdback funds.

Accounts Payable / Accounts Receivable

• Input bank balances and pending bills to company reimbursement spreadsheet weekly.
• Check bank balances daily and suggest bank transfers as needed.
• Print all bills for payment.
• Input new invoices to AppFolio as new bills.
• Write manual checks as directed.
• Assist with pricing for inter property transfers.
• Organize checks for deposit-by-deposit account.
• Deposit checks using remote check deposit scanners and deposit Wells Fargo account checks at local branch office.
• Ensure proper GL coding on all bills.
• Communicate with vendors regarding accounts payable issues.
• Place orders for new equipment, furniture, fixtures, and appliances and coordinate deliveries.
• Set up new vendors and maintain vendor records including insurance information up to date.

Hotel Billing

• Monthly reconciliations and payment of Online Travel Agent reservations for Booking.com and Expedia reservations (1 small hotel property).
• Monthly Transient Occupancy Tax review and payments (1 small hotel property).

Qualifications

• Previous experience in property management, administrative assistant, or other related fields
• Experience in property management in an accounts receivable department or assisting the CEO.
• Ability to multitask and prioritize.
• Excellent verbal and written communication skills.
• Ability to communicate effectively with all vendors and associates.
• Customer service positive attitude
• Must be able to work 8 : 00am 4 : 30pm Monday through Friday schedule at corporate office in La Jolla Shores.
• Strong skills with Microsoft Office Suite including Excel.

Compensation

• Pay rate of $25.00 - $30.00 per hour, depends on the experience, paid on a bi-weekly basis. This is a full-time employment.
• 75% Employer-sponsored health insurance is available after a 90-day probationary period.
• 1-week paid vacation accrual starting after 90-day probationary period.
• Use of company issued laptop computer.
• Use of company issued internet enabled cellular phone.
• Use of Corporate office in La Jolla.
• All supplies are provided by management.

Altman Apartments company will consider all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.