Job Details

Job Title

Job Title: Administrative Assistant

Classification: Non-Exempt

Onsite/Corporate: Corporate

Direct Supervisor: Assistant Asset Manager

Company Overview

Established in 1977, Westland Real Estate Group is a privately owned Property Management company that manages and owns their own Real Estate portfolio responsibly. Our real estate portfolio consists of both Commercial and Residential with Residential having over 14,000 units spread out through Southern CA, Las Vegas, NV and Texas.

Westland is headquartered in Long Beach, CA and believes in continually growing and expanding the Westland family while providing high-quality service and making a positive impact on each community we serve. Our company values are Family, Opportunity, Commitment and Results. Come and join the Westland team where growth is key!

Job Summary

The Administrative Assistant will perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. Administration support and administrative assistance are key to the efficient operation of a unit, department or company.

Essential Basic Requirements

• Position prefers 1-2 years experience of hands on administrative support experience
• Proficiency in MS Word, MS Excel, Google Suite a must
• Knowledge of operating standard office equipment
• Excellent communication skills written and verbal
• Ability to prioritize projects and strong problem solving skills
• Good research skills and attention to detail

Education

• High School Diploma or equivalent, Bachelors degree preferred

Personal Competencies

• Have excellent communication skills - written and verbal, must also have experience in planning and organizing, prioritizing, problem assessment and problem solving.
• Being able to gather information, monitor schedules and analyze data, attention to detail and accuracy is mandatory.
• Customer service oriented with the ability to work both independently and in teams.

Job Duties and Responsibilities

• Provide general administrative and clerical support including data entry, mailing, scanning, faxing, and copying
• Maintain electronic and hard copy filing systems
• Open, sort, and distribute incoming correspondence and incoming mail
• Manage calendars; schedule and coordinate meetings, appointments, and travel arrangements for managers
• Coordinate inspections (bank/lender, Section 8, city, or health department) with onsite staff
• Create calendar invites for onsite staff and assist with scheduling needs
• Fill out and submit questionnaires, reports, and other documentation as required
• Assist in resolving administrative or operational issues
• Prepare and modify documents, correspondence, reports, drafts, memos, and emails
• Track inbound freight and follow up on priority orders or delivery appointments
• Generate, maintain, and manage reports to provide analytical support to management teams
• Provide additional administrative support for the Property Management department
• Support special projects and assignments as required by Asset Manager, including contacting vendors, obtaining bids, and creating custom reports
• Assist with resident complaints (non-maintenance related) and elevate as needed
• Process rental applications, run weekly reports, and distribute to managers
• Demonstrate understanding of Policies & Procedural Manuals in accordance with business practice
• Oversee rent collection and rental assistance cases, tasks, and timely posting of payments
• Review ledgers and report discrepancies
• Assist onsite staff and customers with rent payments and account inquiries
• Research and resolve payment transactions through the online payment system
• Collaborate with Accounts Receivable and onsite teams to ensure accuracy of resident accounts
• Ensure accurate data entry, coding, and allocation of payments and charges
• Enter rent increases, lease renewals, Section 8 (subsidized) lease charge changes, unit type, and unit market rent updates
• Review Section 8 portals for holds, abatements, or changes in payment amounts
• Prepare 3-day notices and tenant files for eviction filings
• Submit change of ownership information and packets to housing authority to prevent payment delays
• Obtain information from other departments to ensure accounts receivable ledgers and journals are accurate and up-to-date
• Run rent increase and renewal reports, create notice and renewal offer letters, distribute, and follow up

Benefits

• Medical (dependent coverage options as well)
• Dental (dependent coverage options as well)
• Vision (dependent coverage options as well)
• Life Insurance (dependent coverage options as well)
• Short Term Disability Insurance
• Long Term Disability Insurance
• 401K with employer matching
• 6 Sick Days a year
• 10 Vacation Days a year to start
• Paid Holidays
• Rent Discounts and More!

Westland Real Estate Group is an equal opportunity employer.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.