Condominium Administrative Assistant - Luxury Residential

Responsibilities

Are you a detail-oriented professional with a passion for organization and top-tier service? Join us as an Administrative Assistant, where you ll support the General Manager in ensuring smooth operations and a welcoming community. From managing finances to assisting residents, your role is key to upholding our promise: "Expect More At Home."

As an Administrative Assistant, you will play a key role in supporting the General Manager to uphold our brand promise, "Expect More At Home," by efficiently managing the administration of assigned rental and / or condos. This role involves a variety of responsibilities, including accounts receivable and payable activities, rent collection, billing, data entry, and general office management. You will also take on special projects, maintain organized files, order supplies, and occasionally assist with leasing apartments in the absence of a leasing agent.

All tasks will be performed in alignment with RMC policies and procedures.

Key Responsibilities include:

• Office Administration
• Maintain regular office hours as directed by the General Manager.
• Keep accurate and current tenant data, including updating the tenant roster as per regional procedures and ensuring the front desk has the latest copy.
• Organize and maintain efficient filing systems for all site administration, such as owner files, vendor files, inventory, operational procedures, work orders, and accounts receivable, in collaboration with the Resident and General Manager.
• Prepare and process various communications, including memos, letters, and insurance incident reports.
• Foster strong working relationships with the building the Resident Manager and building staff.
• Prepare incident reports, create and distribute violation letters, and conduct follow-up on occupancy changes or unauthorized pets, following RMC and regional procedures.
• Ensure timely execution of all required registrations and certifications for the site.
• Monitor and address unauthorized pet issues and violations.
• Answer phone calls, manage office organization, and order supplies.
• Assist with special projects as assigned, including preparing lease renewal paperwork and managing rentals and paperwork for rentable spaces.

• Resident / Owner Relations:
• Serve as a liaison between residents / owners and building management and the Board of Managers to maintain a positive relationship.
• Handle resident / owner complaints promptly, diplomatically, and professionally, ensuring swift follow-up on all issues.
• Review work-order records and coordinate with the Resident Manager on work-order status to address tenant inquiries.
• Communicate extermination schedules and other maintenance services to tenants.
• Manage owner resale, refinancing, and alteration requests in accordance with Board requirements, including coordinating with the Board-appointed Engineer and tracking compliance with alteration agreements.

• Accounts Receivable:
• Collect cash receipts (check/money orders for condo owners; Master Card accepted for rental residents) and maintain up-to-date records on Yardi/Real Page.
• Process regular and timely deposits.
• Ensure accurate tenant billing through proper processing of charges in the Yardi/Real Page system, making necessary adjustments as per RMC procedures.
• Review and verify accuracy for all accounts receivable reports, including Delinquency, Rent Roll, and GPR reports.
• Create monthly open items reports in line with regional procedures.
• Assist with legal cases and court appearances as needed, coordinating with the General Manager and Regional Manager.

• Accounts Payable:
• Develop and maintain positive vendor relationships in collaboration with the Resident Manager and General Manager.
• Process vendor invoices promptly following RMC procedures, including managing petty cash and postage.
• Maintain updated vendor files on-site and accurate petty cash records in compliance with operational procedures.
• Manage the Accounts Payable system by forwarding coded invoices promptly to the Accounts Payable Department.
• Ensure all expenditures exceeding staff limits are approved by the General Manager before commitment.

Join our team and help us deliver exceptional service and a welcoming home environment for our residents.

Compensation:

The anticipated base salary range for this position is listed below. In addition to a competitive base salary, you will be eligible to receive discretionary bonus incentives and a comprehensive benefits package.

Anticipated salary range: $60,000 - $70,000

Actual base salary within the anticipated range will be determined by several components including but not limited to the individual s experience, skills, qualifications, and market factors.

Why you ll love it here

• Lots of paid time off (19+ days!) – we value your life outside of work.
• Customizable total rewards package – pick from our medical, vision and dental options, along with our life insurance and an Employee Assistance Program
• Financial wellness perks to set you up for success - such as 401(k), FSA & HSA,…