Office Coordinator - Part Time

Sun Communities; Napa (CA); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

401(k) matching

Employee assistance

Identity theft insurance

Perks & discounts

Site rent discount

Paid sick leave

Paid holidays

Job summary

Sun Communities is seeking an Office Coordinator to support the day-to-day administrative operations at our Napa community. You will greet guests, manage communications, process invoices, prepare reports, coordinate events, and assist with marketing materials under the Community Manager's guidance.

The role requires solid administrative experience, a professional appearance, and a valid driver's license. Strong communication and problem-solving skills are essential for success in this fast-paced

Qualifications

• High School Diploma or GED required.
• 2 years in administrative experience required.
• 6 months in NetSuite preferred.
• 6 months in property management office experience preferred.
• Excellent written and verbal communication skills.
• Excellent problem solving skills.
• Professional appearance.
• Must have a valid driver’s license.

Responsibilities

• Greets and establishes rapport with guests, current and prospective residents.
• Prepares and distributes resident and community communications.
• Collects and posts resident payments and fees in Yardi; records and issues receipts.
• Completes and reconciles community reports and maintains records.
• Performs general administrative functions (phone, typing, copying, faxing, filing).
• Reviews and codes invoices for Community Manager approval.
• Schedules clubhouse rentals and processes rental fees.
• Maintains office supplies and places supply orders.
• Makes collection calls for site rent payments and handles bad debt submissions.
• Processes resident move-ins and move-outs per Operations Manual.
• Assists with planning resident relations events and activities.
• Assists with marketing materials for homes and community information.
• Entering prospect information into Yardi and referring sales prospects to Community Manager.
• Assists with showing homes and rental applications as directed by Community Manager.
• Coordinates with Underwriting for approvals on resident applicants; tracks approvals/denials.
• Maintains petty cash and records expenditures.
• Prepares bank deposits and daily bank runs.
• Driving is an essential function with travel to deposit funds, show homes, and pick up supplies.
• Other duties as assigned.

Skills

Administrative experience

Communication skills

Problem solving

Driving license

Education

High School Diploma or GED

Tools

NetSuite

Job description

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Office Coordinators handle the routine office work and administrative responsibilities of the community. They are also responsible for assisting with planning and coordinating community events and activities.

Job Duties

• Greets and establishes rapport with guests, current and prospective residents. Fields community comments, suggestions and complaints to the Community Manager. (Essential)
• Prepares and distributes resident and community communications such as rule reminders, violation notices, rent increase letters, delinquency notices, eviction paperwork, lease addendums and renewals. (Essential)
• Collects and posts resident security deposits, processing fees, rent, inspection, application or other miscellaneous fees in Yardi; records in the proper accounts and issues receipts. (Essential)
• Completes and reconciles community reports in accordance with monthly calendar, including accounting reports, community traffic reports, and community activity reports. Maintains records and files in accordance with the Operations Manual. (Essential)
• Performs general administrative functions such as answering phones, typing, copying, faxing, and filing. (Essential)
• Reviews and codes invoices and statements for Community Manager approval.
• Schedules clubhouse rentals and processes rental fees.
• Ensures office supplies are sufficiently stocked and prepares supply orders as needed.
• Makes collection calls for site rental payments as directed by the Community Manager. Submits bad debt files to collections.
• Processes resident move-ins and move-outs in accordance with the Operations Manual.
• Assists with planning and coordinating resident relations events and activities within the community.
• Assists with the preparation of marketing materials, including brochures and flyers that pertain to homes for sale (new, pre-owned and brokered homes), community events, and other community-related information as directed by the Community Manager.
• Refers all sales prospects to the Community Manager and enters prospect information into Yardi in a timely manner.
• Assists prospective residents by checking the status of Sun Homes inventory. Reviews new and pre-owned home listings, shows homes to prospective residents, and assists with rental applications at the discretion of the Community Manager.
• Forwards Sun Homes customer service requests to the Community Manager in a timely fashion.
• Coordinates with the Underwriting team at the Main Office to obtain approvals on prospective resident applicants; tracks all approvals and denials.
• Maintains the petty cash fund, ensuring to record expenditures in the proper accounts.
• Prepares bank deposit slips and deposit funds as required; makes daily bank runs as needed.
• Driving is an essential function of the role and business necessity as the Office Coordinator must independently complete various tasks such as making daily bank runs to deposit community funds, showing new and pre-owned inventory homes to prospective residents, purchasing or picking up office and clubhouse event supplies and travel within the property and to nearby locations as needed.
• Other duties as assigned.

Requirements

• High School Diploma or GED (Required)
• 2 years in administrative experience (Required)
• 6 months in previous experience using NetSuite (Preferred)
• 6 months in property management office experience (Preferred)
• Excellent written and verbal communication skills
• Excellent problem solving skills
• Professional appearance
• Must have a valid driver's license

REWARDING BENEFITS

At Sun Communities, you will be part of an industry-leading organization where you will be challenged, inspired, rewarded and transformed. We place a high priority on our team members, and this is a big part of what sets us apart. We will ask you to give us your very best every day, and will challenge you with interesting work, stretch assignments, a collaborative and supportive work environment and plenty of learning and growth. In exchange, we will reward you with great pay, cool perks, and flexibility.

• 401(k) Plan with employer matching contribution
• Employee Assistance Program
• Identity Theft Insurance
• Team Member Perks & Discounts program with hundreds of discounts on things like travel, merchandise, mobile phone service, and more
• Site Rent Discounts for team members who live in our communities
• Paid sick leave
• Various paid holidays, bereavement time and pay for jury duty

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