When you join VineBrook Homes, LLC. you join a diverse and growing team of talented professionals who are changing the property management industry. VineBrook is an internally managed real estate company specializing in acquiring, renovating, and leasing single family homes. We take a different approach, focusing on affordability and value for our residents. VineBrook has built a culture of ... people committed to ensuring a world class resident experience. We are united around a desire for excellence and innovation. Unified by our mission, we are developers, creators, designers, managers, technicians, and most importantly leaders. Each of us is a trailblazer with a tremendous opportunity to have a positive impact on the lives of our valuable residents. Since our commencement in 2007, we have quickly become one of the largest providers of quality rental homes.
Position Summary/Objective
The Portfolio Administrative Assistant is responsible for providing effective customer service for all internal and external customers by using excellent, in-depth knowledge of company products and programs as well as communicating effectively with team members.
Essential Duties And Responsibilities
General support to the team on tasks, projects, organization, planning, and meetings as directed by the Portfolio Manager or Assistant Portfolio Manager
Greet potential and current residents and visitors, answer phones and return emails; assist them with questions and/or concerns
Keep records of resident's interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken
Assist with resident letters/notices and ensure copies are uploaded into Yardi
Assists with calling resident that are delinquent on their rent
Provides timely and accurate information to residents
Provides timely feedback to the team regarding service failures or residents' concerns
Partners with the sales team to meet and exceed residents service expectations
Sending landlord/employment/service animal Verification Requests
Entering and uploading verifications into Yardi
General office up-keep and organization
Ordering office supplies and maintains accurate inventory
Assist with coordinating resident and office event planning, coordinating and execution
Collect /Code/Scan rental payments (Cincinnati)
Maintenance Department Assignments: (Cincinnati)
• Resident work order correspondence as needed
• Coding invoices
• Generating POs w/ Management approval
• Submitting approved resident charge-backs to AR
Special projects as assigned
Minimum Qualifications (Knowledge, SKILLS, And Abilities)
Highly organized
Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills
Ability to multi-task
Ability to thrive in a fast-paced environment
Aptitude with computers, internet, network phone systems, MS Office and Salesforce
Must be capable of working effectively with people from differing backgrounds/education levels
2-5 Years’ Experience
Customer/Client Focus
Problem Solving/Analysis
Time Management
Communication Proficiency
Teamwork Orientation
Technical Capacity
Valid Drivers License is Required
Exceptional Customer Service and Interpersonal Skills
Exceptional written and oral communication skills
Proficient using computers and property management software
Problem solving skills
Independence and autonomy
Required Education And Experience
High School Diploma or equivalent
Highly organized
Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills
Marketing, social media and sales experience
Ability to multi-task
Ability to thrive in a fast-paced environment
Aptitude with computers, internet, network phone systems, MS Office and Salesforce
Must be capable of working effectively with people from differing backgrounds/education levels
Valid Drivers License is a requirement
Preferred Education And Experience
Prior property management or real estate company experience
Bilingual (Spanish Language) a plus
Supervisory Responsibility
This position has no supervisory responsibilities.
Travel
No travel is expected for this position.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
We recognize that people come with a wealth of experience and talent beyond just the technical requirements of the job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.
We are an equal opportunity employer. Qualified applicants shall be considered for all positions without regard to race, color, sex, religion, national origin, age, disability, veteran status, or any other status protected by federal, state or local law. We are also a Drug Free Work Place. Qualified applicants will also be required to pass a drug screening before receiving an offer or beginning employment. Refusal to submit to testing will result in disqualification of further employment consideration
