Administrative Assistant to C.O.O.

May 9, 2017

Job purpose
An Administrative Assistant’s main purpose is to maintain accurate documentation of all Management Office details.  They are responsible for documentation of receivables / payables / telephone calls / work orders and maintaining spreadsheets for any other projects assigned by Property Manager

Duties and responsibilities

  • Accounts Payable – receiving / tracking all invoices to insure they are paid promptly and accurately.  Review budget to insure costs are maintained within budget.
  • Accounts Receivable – maintain accurate documentation of tenant’s rent payments.  Create / deliver 3 Day Notices when necessary.  Generate change orders for late fees or bill backs.  Log collection telephone calls in Gold Mine.
  • General Administrative Duties – Generate tenant memos, newsletters, holiday advertisements, etc…  Answer / resolve tenant complaints.  Insure all vendor contracts are current and signed.
  • Generate / review rent rolls.  Update all move-ins / move-outs promptly.  Communicate with accounting to insure rent roll is accurate.
  • Tenant move-in / move-out documentation – Prepare a move-in packet for new tenants.  Insure all keys, security cards, signage and all pertinent details are delivered.  Provide move-out package to accounting within 3 days of move-out.  Ascertain if deposit should be refunded or if funds need to be withheld for repairs.
  • Projects assigned by Property Manager – create spreadsheets / documents as needed to maintain clear communication including completing monthly variance reports. These spreadsheets and documents are subject to change per the needs of the Property Manager and/or Property.

Expected Outcomes

  • Invoices paid promptly and accurately.  If over / under budget – notify Property Manager.
  • Maintain a spreadsheet, updated weekly, of tenant rent payments.  Communicate to Property Manager any delinquencies, bad checks, etc…  Notify Property Manager when 3rd follow-up telephone call is to be made.
  • Create / maintain a letter database with basic property needs.  Generate specific letters / documents as needed.  Insure communication is maintained between Property Management Office and tenants / vendors.
  • Rent rolls should be accurate within one week of a move-in or move-out.  Communicate any delays / problems to Property Manager.  Print rent rolls as needed – minimum of one/ month
  • Good tenant relations established early and maintained throughout tenure.  Needs anticipated and met upon move-in and clarified upon move-out.
  • Maintain organized database of all documents required for property management


Key Measurement Areas & Metrics

  • Familiarity with Excel, Microsoft Word and other database programs.
  • Excellent verbal and written skills
  • Organized / efficient usage of time.  Develop methods / skills necessary to maintain accurate documentation of numerous areas in property management
  • Ability to draft quality organized letters, reports, memos and newsletters.
  • Courteous, professional and respectful rapport with peers and subordinates.
  • Maintain a positive, professional attitude.

Education & Qualifications

  • Minimum one (1) year experience in administrative assistant position.
  • Strong computer literacy in MS Word, Excel, Outlook and Yardi
  • High School Diploma, GED required Associates degree and / or equivalent combination of education and experience relevant to industry

Working conditions/environment
Fast pace environment requiring flexibility, adaptability to change with limited resources.

Hartman Core Values

  • We Create Value For  Investors
  • The Growth And Development Of People Is The Highest Calling Of Leadership
  • We Are Accountable And Honor Commitments
  • We Recognize And Celebrate Our Achievements
  • We Honor God In All We Do By Operating The Company In A Manner Consistent With Biblical Principles
  • We Play To Win
  • We Care About The Customer

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