Humphrey Management
  • Corporate
  • Columbia, MD, USA
  • Full Time

The essential functions of the Administrative Assistant are as follows:

Projects a professional image in all aspects of work performance, which includes, but is not limited to personal habits, demeanor, and attire. Meets company standards on conduct, attendance, etc.   Models Mission and Foundations.

  • Demonstrates good communication skills with residents, community, agencies, visitors and staff. Provides excellent customer service.
  • Types, edits, proofs, and/or creates correspondence, charts, tables, lists, labels, and legal documents.
  • Prepares & follows up on Management Certifications, Addendums, Agreements, and Plans. Tracks on tickler, scan executed copies to "I" drive: Mgmt Projects; Mgmt. Notify accounting, CM & RM when received.  Original filed in management file.
  • Prepares all contracts and service agreements for communities as requested by RM Log contract on contract log and set up for payment in AVID.  Distributes to RM and PA.. 
  • Tracks COI for all communities and requests expiring certs from third party management clients.
  • Coordinates and files all property claims with insurance brokers/adjustors and RM/DOM/CM.
  • Tracks all property claims on spread sheet and follows thru until payment is received and claim is closed.
  • Updates community contact list with Owners; Housing Agency contacts; Investors, and Lenders.
  • Maintains tickler for all site service contracts, i.e. laundry, trash, elevator, etc. and updates contract files.
  • Maintains tickler for all rental license, use and occupancy certificates.
  • Provides information, maintains and updates (quarterly) the Management Entity Profile.
  • Updates and maintains HAI's CDA 209 listing on a quarterly basis.
  • Renews movie license annually.
  • Maintains all community property files. Updates property management files by ensuring all property files are neat and organized with all categories included.  Also ensures files are in good condition and re-creates and replaces files as necessary.  Files new documents in files as needed.
  • Tracks AFHMP expirations and notifies RM/DM of upcoming expiration.
  • Sets up new acquisitions and dispositions using the checklist. Assists operations staff with property disposition and acquisition process.
  • Coordinates with vendors as communities are acquired or disposed of or employees change. Buyers Access, Transunion, National Credit Collections, Indatus and others that we may negotiate contracts with.
  • Administrator of BGE PMOS.
  • Assists CM with obtaining CFO approval o n credit applications.
  • Prepares quarterly investor reports as required.
  • Prepares letters and correspondence and makes appointments for the operations staff as requested. Stays informed of department members' schedules and calendars.
  • Provides ongoing administrative support to operations group including VP and RMs.
  • Contributes to the company monthly calendar.
  • Provides notary service to employees on an as needed basis.
  • Prepare notes from staff meetings.
  • Provides back-up and lunch hour coverage for the front desk as needed.
  • Responds to Community Manager's requests.
  • understands financial implications of job duties. Acts accordingly.
  • Observes all required health and safety requirements.
  • Performs other duties as necessary.

 

QUALIFICATIONS 

 

Education & Experience Requirements

 

High School Diploma or equivalent.  Prefer related secretarial school or college courses. Three years of administrative experience required.  Must have prior property management experience.  Strong organizational and typing skills required some word processing experience desirable.  Neatness, courtesy and organization are a must.  Excellent verbal and written communications skills.  Ability to use computer software.   Prior related experience preferred.

 

Humphrey Management
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