Resident Services Administrator

American Assets Trust, Inc.; San Diego (CA); On-site; USD 35,000 - 37,000; Full time

Job summary

American Assets Trust, Inc. in San Diego is seeking a Resident Services Administrator to provide administrative and resident services support across properties. You will handle leasing coordination, reporting, and client communications while upholding high customer service standards.

The role requires strong communication, attention to detail, and basic knowledge of accounting, finance, and business math. A team-focused, professional approach is essential to succeed in this property management

Qualifications

• Strong customer service and communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Basic knowledge of accounting, finance and business math.

Responsibilities

• Coordinate move-in and move-out processes with residents after leasing applications.
• Assist managers in leading and training the leasing team and overseeing software.
• Prepare move-in packets and manage parking and storage spaces.
• Respond promptly to emails, calls, and in-person requests.
• Produce daily, weekly and monthly reports by deadlines.

Skills

Team Player

Customer service oriented

Manage multiple tasks

Excellent written communication

Excel proficiency

MS Word proficiency

Education

High School diploma or equivalent

Tools

MS Word

Excel

Job description

Title: Resident Services Administrator

Compensation: $25.500 - $26.50 Hourly.

Schedule: Tuesday - Saturday 8:30 am - 5 pm (off Sun/Mon)

30 day Training Schedule: Saturday - Wednesday 8:30 - 5pm (off Thurs/Fri)

Purpose

The Resident Services Administrator will provide overall administrative and resident services support for the property. This position is responsible for maintaining a high degree of customer service in all resident interactions, via phone, email, formal written communication, or in person. The ideal candidate must have strong communication and interpersonal skills, as well as, a basic knowledge of accounting, finance, and business math.

Duties

• Assists in the coordination of all the move-in and move-out processes with all residents once leasing application is complete.
• Assists the Resident Services Manager, Leasing Manager, and Community Manager in leading, managing, and training the leasing team, including oversight of software, such as On-Site, LRO, Building Links, Max-Leases, Grace Hill, and MRI. Knowledgeable in the operation of the Mail Center for the residents (FedEx, US Mail, UPS).
• Completes a variety of administrative assignments specific to Resident Services.
• Responds in a timely manner to email, phone, and in-person requests.
• Create move-in packets for all vacant units.
• Assists in the management of parking and storage spaces.
• Performs special projects and other duties as assigned.
• Meets, greets, and provide information to customers and merchants.
• Helps to ensure weekly market surveys are completed in a timely manner for LRO meetings; Be able to determine proper lease rates and concessions for community-based on comp offerings.
• Implements lease renewal and resident retention programs.
• Evaluate reports and identify marketplace trends (eg: lease expirations, online advertising, rent concessions, market rates, etc.).
• Focus on occupancy, turnover, and resident retention rates.
• Ensure all leases, addenda, etc. are completed correctly in a timely manner and filed in shared access drive.
• Audits and adheres to lease file policy.
• Prepares and submits daily, weekly, and monthly reports by deadline.
• Understands and implements policies and procedures (fair housing, operations, etc.).
• Perform leasing activities as needed (eg: tours (virtual, in-person, repeats).
• Ensure vacant units are clean and in good showing condition, including weekly walks with team and vendors as necessary.
• Assist Community Manager, Resident Services Manager, and Maintenance Manager with administrative tasks (eg: Building Links updates/communications to residents, reports, spreadsheets, status reports, updating site maps, etc.).
• Ensure work contracts have been reviewed, sent to vendor, and are properly executed and filed in Playbook; Ensure contracts are current and not expired.
• Review and ensure compliance with all vendor insurance requirements for the property, including filing and reviewing the insurance data base on a weekly basis.
• Shops competition on a consistent basis and directs the team to do the same.
• Assists in developing and implementing resident activities.
• Identifies problem vacancies and generates strategy with team.
• Communicate with Community Manager on changing market conditions.
• Reverse and post application fees in MRI.
• Assist in posting checks.
• Review ledgers for incoming residents.
• Code invoices and send USD invoices monthly.
• Assist Maintenance Supervisor with CIPS.
• Save insurances in Playbook.
• Enter charges in SODAS before Resident Services Manager finalizes them.

Employee Relations

• Maintain a professional attitude and appearance at all times.
• Communicate office issues with the Community Manager.
• Work with all employees to foster the AAT team spirit.

Skills/Qualifications

• Team Player, customer service oriented.
• High School diploma or equivalent.
• Must have basic knowledge of Fair Housing laws and regulations.
• Ability to manage multiple tasks, simultaneously.
• Excellent organizational skills.
• Excellent written and verbal communication.
• Meticulous attention to detail and accuracy.Proficient in MS Word and Excel.

Organizational Relationship

• The Resident Services Administrator also works for the Safety and Security department and reports administratively to the Corporate Director of Safety and Security.
• The Administrator/Ambassador reports functionally and operationally to the on-site property manager but also maintains an indirect reporting relationship with the Property Maintenance Manager.
• The Administrator/Ambassador shall also work closely with the third-party security teams to provide support services for various property service request.
• This position monitors the patrols of the grounds on foot by the security tean and responds to tenant request, noise complaints, intruder alerts, or suspicious activity.

This job description is not intended to be all-inclusive, and employee will also perform other reasonable related business duties as assigned by immediate supervisor and other management as required. This job description does not constitute a written or implied contract of employment.

Applicant Privacy Disclosure - American Assets Trust

https://www.americanassetstrust.com/applicant-privacy