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Job Title Resident Services Administrator
Location: New York
State New York
Date Posted: 19 Apr 2022
Position Description:

This position is the central communication linchpin between all parties involved in residential management. This position ensures communication among residents, owners and Rose Associates management is courteous and timely. This position creates and maintains documents and correspondence in a manner which reinforces and promotes the professional reputation of Rose Associates.

Essential Responsibilities:

Administrative Support:

  • Maintain open lines of communication with the Property Manager, clients, residents and other members of the office staff at all times.
  • Answer incoming calls, messages, faxes, and emails and follow-up as necessary.
  • Participate in resolving/handling resident questions, concerns and complaints.
  • Develop, organize, and maintain office files, perform copying and other office services as needed.
  • Maintain, update, and perform data entry into in-house database systems.
  • Receive and process contractors and vendors invoices and other accounts receivable/payable documents. Resolve all open credit issues with contractors and vendors.
  • Process tenant charge-backs and subscriptions to fitness center, bike storage and/or storage lockers.
  • Maintain records of bike storage, fitness center membership and storage lockers.
  • Maintain records of all data entry functions.
  • Interact and maintain positive, professional relations with Client, residents, contractors, vendors, other staff members, and external contacts.
  • Maintain professional office; including stocking and ordering necessary office supplies and maintaining a clean, neat office.

Leasing and Lease Administration:

  • Answer questions, effectively communicate building features and schedule tours for prospective residents and brokers.
  • Create and input guest cards into database.
  • Conduct presentations of apartments and building amenities to prospective residents.
  • Follow up with all prospects.
  • Assist prospective residents with the application process.
  • Conduct lease signings and ensure accuracy of all lease documents.
  • Request missing or additional information from residents.
  • Ensure approved applicants’ move-in process is smooth.
  • Request and review certificates of insurance from movers.
  • Return executed lease documents to residents.
  • Receive and process all new leases, renewals, assignments, agreements and riders.
  • Process new Lease Transmittal Forms and send to proper departments for data entry.
  • Receive and process all Reports of Removals, complete necessary information and forward to proper department for processing, attaching corresponding additional documents when necessary.
  • Maintain calendar of move-out and move-in requests.
  • Process move-outs in Production System and issue security deposit check refunds or notify collections of balances due.

Resident Relations:

  • Maintain professional and courteous resident relations.
  • Notify Building Staff, Resident Manager or Property Manager of resident issues or problems.
  • Responsible for projects and mailings as assigned.
  • Maintain and update BuildingLink, resident contact lists, and emergency lists.

Position may be required to perform duties outside their normal responsibilities as needed and when requested.

Qualifications and Competencies:
  • Associates degree in office management/administrative support.
  • Experience with MRI strongly preferred. 
  • Minimum 3 years of experience in administrative or clerical support roles, or 2 years of experience in the customer service/relations industry.
  • Excellent verbal and written communication skills.
  • Proficient in Microsoft Word, Excel and Outlook.
  • An effective team player who maintains open communication with all parties in a timely manner and can be counted on to fulfill commitments.
  • Responds to tenant complaints and requests with creative solutions. Remains calm and supportive with residents who displaying strong emotions. Projects a demeanor of support andempathy to residents that reassures them their needs are being heard and efforts are being made to resolve their issues.
  • Builds strong productive relationships with a broad range of people, including Rose Associates staff, property staff, clients, residents and vendors by demonstrating concern and respect for others.
  • Manages multiple tasks and priorities to ensure the most important tasks are completely in a satisfactory manner. Produces results within or before deadlines.
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