ASSISTANT PROPERTY MANAGER/MAINTENANCE COORDINATOR

We are a boutique, multi-discipline firm specializing in estate planning, tax, real estate and property management located in the heart of charming Downtown Danville. We are looking for a master multi-tasker, with top-notch communication and exceptional organizational skills to support all aspects of our businesses.   

If you are professional and reliable with outstanding attention to detail, then this is the job for you.  We need a team-member that is willing to meet challenges directly with a positive attitude and most importantly a genuine desire to meet the needs of others. 

To be successful in this position you’ll need excellent telephone etiquette, comfort with a multi-line business telephone, the ability to multi-task and prioritize projects to complete tasks on short time lines, and to be a quick learner that thrives in a fast-paced environment with minimal supervision.

We offer a competitive salary based on experience, great benefits package and a relaxed but productive professional work environment. Our employees work together as team with a commitment to excellence.

RESPONSIBILITIES OVERVIEW:

GENERAL RECEPTION AND ADMINISTRATIVE:

• Answer and direct all inbound phone calls in a friendly, professional manner
• Greet all clients, vendors, business referrals, etc.; prepare conference room for all meetings
• Open, sort and distribute all incoming correspondences; process all outgoing correspondences
• Maintain office supply inventories and coordinate purchases
• Schedule meetings and appointments

CLIENT SERVICES:

• Provide professional, courteous and prompt assistance to existing and prospective clientele
• Draft correspondence and documentation for multi-discipline business
• Process tenant payments, client invoices and owner statements; make collection calls
• Process tenant applications, submit credit check requests and verify all provided documentation
• Process tenant maintenance requests; coordinate appointments with tenants and vendors

 PROPERTY MANAGEMENT & MAINTENANCE:

• Data entry in software systems for multi-discipline business
• Prepare customer estimates; prepare and process invoices
• Process and track work orders/service requests; coordinate and follow up with tenants/vendors
• Supervise and schedule in-house maintenance technicians; process time cards for payroll
• Coordinate and manage property repair and turnover projects
• Control and monitor inventory; track and approve equipment/material purchases
• Coordinate annual maintenance inspections of rental properties; prepare inspection reports
• Maintain policies and procedures to ensure compliance with health and safety standards
• Meet with owners and prospective tenants to show rental homes

QUALIFICATIONS

• Outstanding attention to detail
• Exceptional organizational and project management skills
• Proficient with technology, computer literate
• Microsoft Office (Word, Excel, PowerPoint) - intermediate/advanced level
• Strong knowledge of QuickBooks software a plus
• Familiar with property management software (preferably Propertyware)

EDUCATION and EXPERIENCE

• Four-year college degree (aka Bachelor’s degree) in Business Administration or other relevant field, or minimum of five years relevant work experience.
• 2+ years' experience working in a small business office setting
• Tax preparation and/or bookkeeping/accounting background a plus but not required.
• Transaction related real estate experience and/or Real Estate License a plus but not required.
• Notary public a plus but not required; company will pay for certification.

Compensation: DOE