Position Summary:
Manage and/or perform community office tasks and procedures as directed by Community
Management to assist in the achievement of occupancy/delinquency goals and customer
expectations. Assist management in financial management and expense control and support the
sales process. Jobholder may be asked to work non-traditional hours.
Technical Skills:
General Job Duties – Technical Knowledge / Expertise
Computer Literacy / Document Processing:
Computer Literacy / Document Processing: Transcribe, format, input, edit, retrieve, copy, and
transmit text, data, and graphics in order to produce documents and presentations.
Maintain Files: Store and retrieve paper and electronic files in accordance with established
procedures in order to ensure the timely access of information and records.
Maintain Time Sheets:
Maintain time sheets and records in order to ensure that employees are
paid correctly and sick, vacation, and personal time off are accurately tracked.
Productivity/Equipment: Order and verify receipt of supplies; troubleshoot or call for
maintenance of equipment in order to prevent office and work disruption.
Customer Contact Records:
Document telephone conversations and/or visits in order to act upon
or provide detailed information to the sales staff and manager for follow through with potential
or existing customers.
Information System Knowledge:
Utilizes automation and electronic data management tools in order to share information and monitor project status.
Other duties as required: Assumes other activities and responsibilities from time to time as directed.
Financial Management
Record Keeping:
Establish or maintain a record of accounts in order to create a history of
financial and customer transactions for reference.
Marketing / Sales Skills
Customer/Sales Relations:
Greet and assist customers, answer calls and provide requested
information to facilitate sales and/or meet customer expectations. Work with the community
manager to clarify and resolve customer concerns. Assist in responding to community related
emergencies and follow-up to ensure resolution in order to build and retain positive relations.
Assist managers in the resident orientation process.
Community Management
Operating Policies:
Assist in establishing and/or maintaining procedures and implement
operating policies that enhance the community's ability to achieve its objectives.
Regulatory Requirements:
Comply with Federal, State and Local regulatory requirements to
avoid discriminating against customers, vendors and employees and protect the interest of the
company.
Legal Notices:
Assist manager in determining current rental delinquencies and guideline
violations in order to generate legal notices as directed.
Safety Policies:
Adhere to safety systems, policies, and procedures in order to promote and
enforce a safe working environment.
Company Standards/Policies:
Adhere to office, maintenance, safety and security standards,
company policies and procedures in order to ensure objectives are met.
Behavioral Competencies:
Customer Service Skills
Customer Service:
Able to anticipate and respond to customer's needs, concerns, or questions in
order to meet or exceed their expectations; help evaluate needs and options; show care and
concern to demonstrate customer importance and value.
Responsiveness:
Able to take action to meet the needs of others; respond to solve problems;
minimize delays or problems with little or no supervision.
Communication / Listening / Interpersonal Skills
Employee Communication:
Answer questions, explain policies and procedures, share
information and maintain open communication channels with employees and managers.
Trust and Respect:
Able to demonstrate respect and treat others in an honest and straightforward
manner; keep dealings with others confidential; keep word and follow through on commitments.
Integrity:
Able to demonstrate consistency of words and actions; protect confidential
information; do what is right even when no one is watching; demonstrate sound business ethics;
consistently comply with organizational values.
Deal with Ambiguity:
Able to maintain composure and handle frequent job changes or
unexpected disruptions; work with conflicting, delayed, or unclear information; remain effective
when faced with change and uncertainty.
Team Work:
Able to cooperate to build consensus; able to assist others to achieve team goals;
participate in meetings so they are productive; take on extra work to meet team objectives.
Organizational Planning Skills
Communication / Listening / Interpersonal Skills
Attention to Detail:
Able to be thorough and complete when working with assembling,
processing, or providing detailed information; track details even when under pressure.
Problem Solving Skills
Problem Solving:
Able to exercise judgment in building realistic solutions to problems;
understand the real issues behind problems; use common sense and take practical action to solve
problems.
Diligence:
Able to persevere in accomplishing tasks or objectives; commit to long hours of
work; do everything possible to reach goals; have a sense of urgency about getting results.
Business Experience
Office Administration Experience:
2 - 5 years experience in an office environment. Experience with computer
software a must, preferably Microsoft office with Word and Excel.
Experience with data entry and bi-lingual a plus. The individual in the
position must have a current, valid drivers license from the State where the
community is located before driving a company-owned vehicle or before
driving his/her own vehicle on company business.
Bi-lingual preferred:
to meet communication requirements of bi-lingual customers.
Educational Requirements:
High School Diploma - or GED. Extended course study a plus.
Physical Requirements:
In the performance of this job, the employee will be required to sit, use hands and fingers, or feel
objects or tools or controls, talk and listen to hear. The employee will occasionally be required
to stand, walk and reach or lift with hands and arms. Specific vision abilities required by this job
include close vision, distance vision, and the ability to adjust focus. Where possible, reasonable
accommodations will be made for qualified candidates.
