Westland Real Estate Group
Job Title
Job Title:
Administrative Assistant
Classification:
Non-Exempt
Onsite/Corporate:
Corporate
Direct Supervisor:
Assistant Asset Manager
Company Overview Established in 1977, Westland Real Estate Group is a privately owned Property Management company that manages and owns their own Real Estate portfolio responsibly. Our real estate portfolio consists of both Commercial and Residential with Residential having over 14,000 units spread out through Southern CA, Las Vegas, NV and Texas.
Westland is headquartered in Long Beach, CA and believes in continually growing and expanding the Westland family while providing high-quality service and making a positive impact on each community we serve. Our company values are Family, Opportunity, Commitment and Results. Come and join the Westland team where growth is key!
Job Summary The Administrative Assistant will perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. Administration support and administrative assistance are key to the efficient operation of a unit, department or company.
Essential Basic Requirements
Position prefers 1-2 years experience of hands on administrative support experience
Proficiency in MS Word, MS Excel, Google Suite a must
Knowledge of operating standard office equipment
Excellent communication skills – written and verbal
Ability to prioritize projects and strong problem solving skills
Good research skills and attention to detail
Education
High School Diploma or equivalent, Bachelor’s degree preferred
Personal Competencies
Have excellent communication skills - written and verbal, must also have experience in planning and organizing, prioritizing, problem assessment and problem solving.
Being able to gather information, monitor schedules and analyze data, attention to detail and accuracy is mandatory.
Customer service oriented with the ability to work both independently and in teams.
Job Duties and Responsibilities
Provide general administrative and clerical support including data entry, mailing, scanning, faxing, and copying
Maintain electronic and hard copy filing systems
Open, sort, and distribute incoming correspondence and incoming mail
Manage calendars; schedule and coordinate meetings, appointments, and travel arrangements for managers
Coordinate inspections (bank/lender, Section 8, city, or health department) with onsite staff
Create calendar invites for onsite staff and assist with scheduling needs
Fill out and submit questionnaires, reports, and other documentation as required
Assist in resolving administrative or operational issues
Prepare and modify documents, correspondence, reports, drafts, memos, and emails
Track inbound freight and follow up on priority orders or delivery appointments
Generate, maintain, and manage reports to provide analytical support to management teams
Provide additional administrative support for the Property Management department
Support special projects and assignments as required by Asset Manager, including contacting vendors, obtaining bids, and creating custom reports
Assist with resident complaints (non-maintenance related) and elevate as needed
Process rental applications, run weekly reports, and distribute to managers
Demonstrate understanding of Policies & Procedural Manuals in accordance with business practice
Oversee rent collection and rental assistance cases, tasks, and timely posting of payments
Review ledgers and report discrepancies
Assist onsite staff and customers with rent payments and account inquiries
Research and resolve payment transactions through the online payment system
Collaborate with Accounts Receivable and onsite teams to ensure accuracy of resident accounts
Ensure accurate data entry, coding, and allocation of payments and charges
Enter rent increases, lease renewals, Section 8 (subsidized) lease charge changes, unit type, and unit market rent updates
Review Section 8 portals for holds, abatements, or changes in payment amounts
Prepare 3-day notices and tenant files for eviction filings
Submit change of ownership information and packets to housing authority to prevent payment delays
Obtain information from other departments to ensure accounts receivable ledgers and journals are accurate and up-to-date
Run rent increase and renewal reports, create notice and renewal offer letters, distribute, and follow up
Benefits
Medical (dependent coverage options as well)
Dental (dependent coverage options as well)
Vision (dependent coverage options as well)
Life Insurance (dependent coverage options as well)
Short Term Disability Insurance
Long Term Disability Insurance
401K with employer matching
6 Sick Days a year
10 Vacation Days a year to start
Paid Holidays
Rent Discounts and More!
Westland Real Estate Group is an equal opportunity employer.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.
#J-18808-Ljbffr
Administrative Assistant
Classification:
Non-Exempt
Onsite/Corporate:
Corporate
Direct Supervisor:
Assistant Asset Manager
Company Overview Established in 1977, Westland Real Estate Group is a privately owned Property Management company that manages and owns their own Real Estate portfolio responsibly. Our real estate portfolio consists of both Commercial and Residential with Residential having over 14,000 units spread out through Southern CA, Las Vegas, NV and Texas.
Westland is headquartered in Long Beach, CA and believes in continually growing and expanding the Westland family while providing high-quality service and making a positive impact on each community we serve. Our company values are Family, Opportunity, Commitment and Results. Come and join the Westland team where growth is key!
Job Summary The Administrative Assistant will perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. Administration support and administrative assistance are key to the efficient operation of a unit, department or company.
Essential Basic Requirements
Position prefers 1-2 years experience of hands on administrative support experience
Proficiency in MS Word, MS Excel, Google Suite a must
Knowledge of operating standard office equipment
Excellent communication skills – written and verbal
Ability to prioritize projects and strong problem solving skills
Good research skills and attention to detail
Education
High School Diploma or equivalent, Bachelor’s degree preferred
Personal Competencies
Have excellent communication skills - written and verbal, must also have experience in planning and organizing, prioritizing, problem assessment and problem solving.
Being able to gather information, monitor schedules and analyze data, attention to detail and accuracy is mandatory.
Customer service oriented with the ability to work both independently and in teams.
Job Duties and Responsibilities
Provide general administrative and clerical support including data entry, mailing, scanning, faxing, and copying
Maintain electronic and hard copy filing systems
Open, sort, and distribute incoming correspondence and incoming mail
Manage calendars; schedule and coordinate meetings, appointments, and travel arrangements for managers
Coordinate inspections (bank/lender, Section 8, city, or health department) with onsite staff
Create calendar invites for onsite staff and assist with scheduling needs
Fill out and submit questionnaires, reports, and other documentation as required
Assist in resolving administrative or operational issues
Prepare and modify documents, correspondence, reports, drafts, memos, and emails
Track inbound freight and follow up on priority orders or delivery appointments
Generate, maintain, and manage reports to provide analytical support to management teams
Provide additional administrative support for the Property Management department
Support special projects and assignments as required by Asset Manager, including contacting vendors, obtaining bids, and creating custom reports
Assist with resident complaints (non-maintenance related) and elevate as needed
Process rental applications, run weekly reports, and distribute to managers
Demonstrate understanding of Policies & Procedural Manuals in accordance with business practice
Oversee rent collection and rental assistance cases, tasks, and timely posting of payments
Review ledgers and report discrepancies
Assist onsite staff and customers with rent payments and account inquiries
Research and resolve payment transactions through the online payment system
Collaborate with Accounts Receivable and onsite teams to ensure accuracy of resident accounts
Ensure accurate data entry, coding, and allocation of payments and charges
Enter rent increases, lease renewals, Section 8 (subsidized) lease charge changes, unit type, and unit market rent updates
Review Section 8 portals for holds, abatements, or changes in payment amounts
Prepare 3-day notices and tenant files for eviction filings
Submit change of ownership information and packets to housing authority to prevent payment delays
Obtain information from other departments to ensure accounts receivable ledgers and journals are accurate and up-to-date
Run rent increase and renewal reports, create notice and renewal offer letters, distribute, and follow up
Benefits
Medical (dependent coverage options as well)
Dental (dependent coverage options as well)
Vision (dependent coverage options as well)
Life Insurance (dependent coverage options as well)
Short Term Disability Insurance
Long Term Disability Insurance
401K with employer matching
6 Sick Days a year
10 Vacation Days a year to start
Paid Holidays
Rent Discounts and More!
Westland Real Estate Group is an equal opportunity employer.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.
#J-18808-Ljbffr