Administrative Assistant I - Move-Out

Hignell Inc; Redding (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Hignell Inc. is seeking an Administrative Assistant I – Move-out to ensure smooth transition of properties from rented to vacant status. You will support the Office Manager, coordinate inspections, and manage invoices and work orders to maintain occupancy and curb appeal.

The role requires attention to detail, strong communication, and the ability to travel within Northern California as needed. Candidates should have 2+ years in property management and solid English skills.

Qualifications

• High school diploma or GED required.
• 2+ years experience in property management.
• Knowledge of multi-family dwelling rentals.
• Strong reading, writing, and communication in English.

Responsibilities

• Performs tasks at the direction of Office Manager.
• Schedules and conducts inspections of newly vacated properties.
• Orders repairs and cleaning via vendors.
• Maintains office and work areas in a clean, orderly manner.
• Prepares correspondence letters to tenants, owners, and investors.
• Prepares reports on daily/weekly/monthly basis.
• Prepares move-out paperwork and ensures turnover of apartments.
• Liaisons between company, owners and residents during move-out.
• Handles move-out emergencies via afterhours/weekend line on rotation.
• Travel to Northern California properties as needed.
• Attend Chico office meetings and events.
• Overtime as required.

Skills

Communication skills

Organizational skills

Interpersonal skills

Independent worker

Time management

Education

High school diploma or GED

Tools

Word

Outlook

Job description

The Administrative Assistant I–Move-out is responsible for ensuring the smooth and efficient transition of properties from rented status to vacant status.

Essential Functions

• Performs tasks at the direction of Office Manager.
• Responsible for insuring properties are ready for show with awareness of the “curb appeal” of properties.
• Schedules and at times conducts inspections of newly vacated properties managed by the company.
• Orders necessary repairs and/or cleaning by appropriate vendors.
• Works with vendors to secure the best services and rates for the company.
• Maintains work areas and office in clean and orderly manner.
• Provides former tenants with a written accounting of deposit funds and any charges against deposit funds.
• Prepares correspondence letters to tenants, owners, and investors.
• Prepares daily/weekly/monthly reports as required.
• Works to obtain and maintain full occupancy.
• Audits processes to ensure compliance with standardize procedures; Prepares and audits move-in/move-out paperwork; Prepares and monitors work orders for cleaning, painting and maintenance, as well as pest control, carpet cleaning and other vendors needed for orderly turnover of apartments.
• Prepares vacant rentals, including dusting, cleaning, and vacuuming.
• Serves as liaison between the company, owners and residents during a move-out.
• Negotiates resolutions between tenants, upholding the rules and regulations set forth in the rental agreements.
• Timely and successfully handles resident requests for service, complaints, or problems.
• Complies with all applicable state, federal, and local laws related to the responsibilities of the position, including landlord-tenant laws.
• Answer and create work orders from the afterhours/weekend emergency phone line on a rotating basis.
• Travel to properties in through Northern California as needed.
• Attend meetings and events in Chico office as required.
• Assist with daily work orders as needed
• Overtime as required.
• Other tasks as assigned.

Other Functions

• Performs related duties consistent with the scope and intent of the position.

Mental and Physical Demands

• Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; requires a high level of organizational and prioritization skills; may occasionally deal with distraught or difficult individuals.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
• Ability to lift up to 50 pounds.
• Ability to establish and maintain customer oriented focus with callers, guests, clients, supervisor and co-workers.
• Ability to walk, kneel, climb, stand, stoop, crouch, and reach when performing light maintenance and office activities.

Supervisory Responsibilities

• This position does not have any supervisorial responsibilities.

Core Competencies/Qualifications

• Commitment to the company’s mission.
• High school diploma or GED. Additional education and/or training is preferred.
• Education, training, skills, and experience necessary to carry out assignments.
• Ability to read, write, speak and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage.
• Demonstrated computer skills with proficiency in Word and Outlook.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.
• Self motivated, punctual, detail oriented, and able to work independently.
• Must have excellent organizational and interpersonal skills.
• Two (2) or more years experience in the property management field.
• Knowledge of multi-family dwelling rentals and larger complex management.