Resident Services Administrator, Old Town

The Resident Services Administrator is the first line of communication to handle owner and resident inquiries including phone calls, office visits and overseeing the Admin email account. This position also provides administrative assistance and clerical support to the Property Manager and the Assistant Property Manager in the day to day operations of the building.

 

This is accomplished by doing the following: Daily Office Duties

 

• Open the office
• Handle incoming/outgoing calls
• Respond to emails from residents
• Greet and assist in office traffic
• Maintain owner and resident files including the filing of correspondence, work orders,lockouts, etc.
• Properly distribute incoming and outgoing mail, courier, messenger, faxes
• Purchase and inventory control of office supplies and property specific forms
• Process mailing requests and send owner letters as needed
• Process scanning, copying and filing requests
• Make copies, insert and process outgoing mail
• Write/edit email correspondence
• Scan management reports and minutes as needed
• Check management box at front desk and escalate to Assistant Property Manager
• Issue key fobs and distribute unit keys to authorized guests, contractors and residents
• Print monthly updated database lists for key log book, and permanent authorization(s)
• Work with Maintenance and the Chief Engineer on the following:
• Work Order entry and processing for staff (assist APM with billing adjustments,as needed)
• Work Order follow up and communication to owner/residents
• Water leak investigation communication to affected owners/residents
• Remodeling Packet requests including updating spreadsheet of active projects
• Spring & Fall Preventative Maintenance rescheduling of lock out unitso Window Washing – updating building diagram of completed areas and notifyingPM of any missed units or resident complaints
• Resident Database Management in Connect, KeyTrack, FOB Tracking System, etc.

 

(deleting outgoing residents/updating new resident info)

 

• Key FOB distribution requests

 

Moves

 

• Check move schedule/calendar to verify available time when a request is made over the

 

phone, in person, by e-mail or fax.

 

• Oversight of move/delivery calendar shared by property manager, assistant property

 

manager and front desk. Used by assistant property manager to confirm payment of security guard bills.

 

• Enter information in move calendar once all documentation for the request has been received. o List name, unit number, contact number, owner or renter, and a contact number on the Notice of Move Form and attach to a move checklist—place in Move Binder. o Send email to Outside Security Vendor to request & confirm move guard needed including unit #, date and time. o Verify weekly move schedule from security vendor on Thursdays confirming schedule matches the calendar. o Provide front desk with all completed Move Form Packets by morning of each move or on Fridays for weekend coverage.
• Include move charges on billing adjustments for owner bill backs

 

Fitness Center

 

• Process and oversee requests for Memberships
• Get owner’s authorization if the membership is for a tenant
• Ensure FOBs are activated/deactivated, as needed, and units are billed on billing adjustments

 

Audits

 

• Bicycle Rooms
• Maintain accurate list of what unit occupies what space (both indoor and garage)
• Storage Rooms
• Maintain accurate list of what unit occupies what storage locker
• Certificate of Homeowner Insurance
• Monitor unit owner insurance policies to ensure they are up-to-date and for the proper coverage amount
• Maintain list of units with expiring COI’s
• Prepare owner letters for expiring COI’s
• Provide Property Manager with billing adjustment for those who will be fined forlack of/proof of coverage
• Leases
• Ensure all leases on file are current and send letters requesting new lease if not.
• Provide Assistant Manager with list of units requiring Violation letters to those that have not provided a current lease after issued warning letter stating request.
• Responsible for all Lease Transactions. All requests must be in writing to keep Lease Tracking list current on an on-going and monthly basis.

 

Exterminating

 

• Schedule and track reported exterminating issues

 

Bicycle Room(s)

 

• Process requests
• Assign bicycle spaces and issue decals
• Maintain waitlist
• Create billing adjustments for unit owner bill backs

 

Party Room

 

• Maintain schedule
• Complete walk through
• Collect deposit and file the completed form
• Create billing adjustments for unit owner bill backs

 

Parking (Assist APM)

 

• Assign spaces and issue decals
• Maintain parking database including deleting past parkers and inputting new parkers into

 

ParqEx

 

• Maintain waitlist
• Review ParqEx reports monthly to verify cancellations and/or resident parking changes and submit to Assistant Property Manager for approval prior to monthly billingStorage Room
• Process requests
• Assign storage lockers and issue tags
• Maintain waitlist
• Create billing adjustments for unit owner bill backs

 

Pool Memberships

 

• Oversee seasonal pool membership documentation
• Distribute pool wristbands to members
• Provide front desk with weekly guest wristbands on Fridays and check back in non-used wristbands on Mondays
• Bill back all pool memberships and guest passes

 

Communication The Resident Services Administrator is also responsible for administrative tasks such as creating,updating and posting notices for lobby and laundry room kiosks as directed by the Board or Assistant Property Manager. He/she will serve as the liaison between residents, contractors, vendors, staff and the Management Office. Some responsibilities are shared by the Property Manager, the Assistant Property Manager and the Administrative Assistant.