Administrative Assistant-HUD

ADP, Inc.; Hanover Township (Luzerne County); On-site; USD 23,000 - 26,000; Full time

Benefits offered by this job

PTO

Medical insurance

Dental insurance

401(k) match

Job summary

ADP, Inc. is seeking a HUD Assistant Community Manager/Administrative Assistant to oversee day-to-day operations of a HUD property under supervision of the Community Manager and Asset Manager.

Responsibilities include maintaining files, processing applications, coordinating tenant events, complying with HUD rules, conducting inspections, handling rent deposits, and preparing reports, with a schedule of 8:00 AM to 4:30 PM, Monday through Friday.

Responsibilities

• Maintain regular daily office hours ensuring adequate coverage on weekends and holidays as required
• Maintain accurate, efficient files for all site administration including tenant files, applicant files, vendor and contractor files, accounting files
• Assist Community Manager in coordinating resident events such as Holiday Parties and other social functions
• Know and understand RP Management’s lease agreement, related documents, and the affecting Landlord-Tenant code and other laws and ordinances affecting Landlord-Tenant code, HUD codes, and other laws and ordinances affecting the marketing and leasing of the property
• Show apartments as necessary (if apartment is available)
• Process all applications and diligently screen applicants for Community Manager’s approval in accordance with Community Tenant Selection Plan
• Perform all pre-move-in inspections of apartments being turned
• Maintain rental and deposit collections
• Monitor landlord-tenant relations and assess and resolve tenant complaints expeditiously under the direction of the Community Manager
• Supervise the work order logs to assure expeditious and proper response to tenants’ needs
• Confirm that tenants are fully and properly notified of all issues that affect their tenancy, including certifications, gross rent changes, filing court documents for eviction, and attending scheduled court hearings as Landlord’s representative as directed by the Community Manager
• Maintain constant awareness and compliance with the Fair Housing Laws
• Maintain constant adherence to the Landlord-Tenant code and other laws and ordinance affecting the property
• Conduct unit inspections for determination of tenant’s security deposit disposition according to RP Management’s policies and procedures
• Prepare security disposition letters, security deposit returns, and reports according to RP Management’s policy
• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable
• Process all property expenditures for Community Manager’s approval according to RP Management guidelines
• Perform data entry as required of Assistant Community Managers\Administrative Assistants and directed by RP Management
• Take part in preparing annual operating budget with Community Manager and Asset Manager according to RP Management’s policies and procedures
• Assist Community Manager in maintaining appropriate building security measures, incident documentation, and proper notification to management, Safety Committee, owners, and insurance carriers as required by RP Management’s policies and procedures
• Maintain a continuous list of property needs and concerns including administrative, maintenance
• Assist Community Manager in conducting and documenting annual unit inspections in conjunction with Asset Manager and Director of Maintenance
• Process all recertification and gross rent changes in compliance with HUD Rules and Regulations
• Maintain waiting list according to Community’s Tenant Selection Plan
• Have all monthly certifications done by 10th of the month
• Prepare all paperwork necessary for MOR and REAC.

Job description

Responsible for the day-to-day operations of a specific HUD property. Initiate and implement policies, procedures, forms, schedules, and/or controls as necessary to properly manage the property under the direction and approval of the Community Manager and Asset Manager.

Duties and Responsibilities:

All duties and responsibilities of the HUD Assistant Community Manager\Administrative Assistant are performed under the direction and supervision of the Community Manager. Constant communication with regard to day-to-day property operations must be maintained between the two parties.

• Maintain regular daily office hours ensuring adequate coverage on weekends and holidays as required;
• Maintain accurate, efficient files for all site administration including tenant files, applicant files, vendor and contractor files, accounting files, etc.;
• Assist Community Manager in coordinating resident events such as Holiday Parties and other social functions;
• Know and understand RP Management’s lease agreement, related documents, and the affecting Landlord-Tenant code and other laws and ordinances affecting Landlord-Tenant code, HUD codes, and other laws and ordinances affecting the marketing and leasing of the property;
• Show apartments as necessary (if apartment is available);
• Process all applications and diligently screen applicants for Community Manager’s approval in accordance with Community Tenant Selection Plan;
• Perform all pre-move-in inspections of apartments being turned;
• Maintain rental and deposit collections;
• Monitor landlord-tenant relations and assess and resolve tenant complaints expeditiously under the direction of the Community Manager;
• Supervise the work order logs to assure expeditious and proper response to tenants’ needs;
• Confirm that tenants are fully and properly notified of all issues that affect their tenancy, including certifications, gross rent changes, filing court documents for eviction, and attending scheduled court hearings as Landlord’s representative as directed by the Community Manager;
• Maintain constant awareness and compliance with the Fair Housing Laws;
• Maintain constant adherence to the Landlord-Tenant code and other laws and ordinance affecting the property;
• Conduct unit inspections for determination of tenant’s security deposit disposition according to RP Management’s policies and procedures;
• Prepare security disposition letters, security deposit returns, and reports according to RP Management’s policy;
• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable;
• Process all property expenditures for Community Manager’s approval according to RP Management guidelines;
• Perform data entry as required of Assistant Community Managers\Administrative Assistants and directed by RP Management;
• Take part in preparing annual operating budget with Community Manager and Asset Manager according to RP Management’s policies and procedures;
• Assist Community Manager in maintaining appropriate building security measures, incident documentation, and proper notification to management, Safety Committee, owners, and insurance carriers as required by RP Management’s policies and procedures;
• Maintain a continuous list of property needs and concerns including administrative, maintenance;
• Assist Community Manager in conducting and documenting annual unit inspections in conjunction with Asset Manager and Director of Maintenance;
• Process all recertification and gross rent changes in compliance with HUD Rules and Regulations;
• Maintain waiting list according to Community’s Tenant Selection Plan;
• Have all monthly certifications done by 10th of the month;
• Prepare all paperwork necessary for MOR and REAC.

Compensation:

$17/ Hour - $19 / Hour with benefits, including PTO, medical & dental coverage and 401(k) with employer-matching contribution. Friendly, comfortable working environment.

shift:

8:00AM - 4:30PM, Monday - Friday, Closed all major holidays