Administrative Assistant to Senior Regional Property Manager

Description

Join our team at General Services Corporation, where we have provided First Class Service since 1971. As a valued member of our GSC family, you will be part of a supportive and encouraging network that thrives on collaboration and open communication. We believe in nurturing your skill growth and aspirations for professional development.

At GSC, we celebrate First-Class excellence, encourage innovative thinking, and have fun while doing it! Embark on a rewarding journey with us, where every day is an opportunity to make a positive impact and become part of a diverse team, united by shared values and strong bonds.

The Regional Administrative Coordinator supports the VA Sr. Regional Property Manager by providing a wide range of administrative, operational, and property management functions. This role ensures continuity of operations in the Regional Manager’s absence and plays a critical part in office management, employee support, financial documentation, recruiting, and customer service across the VA region. 

Administrative Support & Office Coordination
 

1. Administrative Support & Office Coordination

2. Perform general administrative duties including word processing, data entry, mailings, filing, answering phones, and greeting visitors.

3. Manage office supply orders and coordinate maintenance for office and leasing equipment.

4. Ensure the VA Regional Office is secured at the end of each business day.

5. Prepare and send outgoing mail and packages for the VA Regional Office and affiliated properties; redistribute incoming packages to appropriate properties.

6. Input office bills and petty cash transactions into the accounting platform and assist with administrative budget preparation.

7. Maintain accurate employee files and incident logs.

Operational & Regional Property Management Support

1. Serve as the primary point of contact for resident complaints and concerns by phone, in person, and through written communication, in line with the Company’s Customer Service Program.

2. Provide updates to the Property Manager and Service Supervisor regarding resident feedback.

3. Coordinate with the Collections Department and former residents regarding disputes.

4. Serve as a backup for Property Managers and Regional Accounts Payable as needed.

5. Assist the Sr. Regional Property Manager in approving rental applications per policy.

6. Support preparation and distribution of leasing and bookkeeping production calendars.

7. Generate purchase orders on behalf of managers during absences.

Employee Onboarding, HR Coordination & Recruiting 

1. Conduct in-processing for newly hired rental, service, and project personnel, including day-of-hire paperwork and training   assignments.

2. Upload hiring documents and interview materials to the recruiting portal.

3. Conduct the Regional Rotational Program for new employees by arranging visits to various properties, allowing exposure to different operational styles and paces across communities.

4. Support recruitment efforts: phone screening, posting/updating ads, and coordinating with HR on formatting and compliance.

5. Send weekly payroll and employee leave requests to the Corporate Office and Human Resources, respectively.

6. Ensure accuracy of all HR-related forms prior to submission.

7. Complete and submit separation notices for terminated employees.

Leadership & Training

1. Understand the responsibilities of on-site employees and provide coaching and backup training as needed.

2. Act as a floating property manager at communities with staffing needs, under the supervision of the Regional Property Manager.

3. Assist in managing apartment communities to maintain occupancy and customer satisfaction.

4. Provide direct supervision to leasing and maintenance teams when acting as a floating manager.

5. Fulfill the duties of the Sr. Regional Property Manager in their absence, ensuring operational      continuity.

Finance & Compliance

1. Approve and process concession reports for final approval by the Regional Property Manager.

2. Respond to unresolved vendor issues in coordination with Accounts Payable.

3. Maintain proper documentation for audits and submit required forms to the Corporate Office.

4. Ensure compliance with policies and procedures in employment processing and financial documentation.

5. Support company efforts to reduce and prevent crime in accordance with applicable protocols. 

Requirements

1. Education: High school diploma or equivalent required. Associate’s degree in Business Administration or a related field preferred.
 

2. Experience: Minimum of two years of administrative experience in a computerized, professional environment.

3. Skills:

a) Strong writing and editing proficiency

b) Ability to absorb, translate, and communicate complex information to different audiences

c) Proficient in Microsoft Office applications: Word, Outlook, and Excel in particular; Adobe Acrobat software and Internet research. 

d) Ability to communicate clearly and professionally in verbal and written form 

e) Problem-solving:

1. Analyzing

2. Recognizing boundaries

3. Recognizing options and flexibility

4. Working calmly under pressure

f) Well-organized and detail-oriented

g) Ability to oversee and complete multiple applications simultaneously

h) Ability to self-direct

i) Ability to work quickly but accurately to meet deadlines

j) Ability to maintain organized and accurate records

k) Ongoing skills necessary to perform the job description items

4. Personal qualities:

a) Personable

b) Willingness to implement feedback

c) Integrity

d) Positive attitude

e) Motivated and willing to take initiative

f) Responsible

g) Exercising good judgment

Support the Company’s efforts to prevent and/or eradicate crime in accordance with the attached addendum. 

GSC Cares about your health and wellbeing and we provide the following benefits:

• Health, Dental, and Vision Coverage.
• 401(k) Retirement Savings Plans.
• 25% Employee Rental Discount at any GSC property.
• Paid Holidays, Paid Sick and Paid Vacation.
• Health Savings Account with Match.
• Maternity Leave.
• Employee and Dependent Care Assistance Programs.
• Short- and Long-Term Disability Insurance.
• Life, Critical Illness, Accident, and Cancer Insurance Plans.
• Pet Insurance.
• Identity Theft Protection.
• Legal Resources.

A valid driver's license and proof of insurance required, along with a passing criminal background check and pre-employment drug testing.

GSC is proud to be an equal opportunity employer and does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.