EXECUTIVE ASSISTANT

Corporate Office Customer Service Manager

The person occupying this position is responsible for efficiently and appropriately overseeing the daily customer service operations of the corporate office. In addition to working cross-functionally with other internal corporate departments, you will also work with accounting to assist in operations of the agency's housing facilities and will be responsible for ensuring the duties and responsibilities listed below are done timely and accurately.

Education Requirement : High School Diploma

Experience Requirement : HUD experience is preferred but not required. Certified Occupancy (COS) and Management Occupancy Review (MOR) certifications preferred but not required

Licensure / Certification Requirement : None

Key Job Responsibilities :

• Manage incoming phone calls to the corporate office phone line and communicate messages to company executives
• Greet individuals entering the waiting room at the corporate office and notify individual(s) the person is there to see
• Communicate with callers and visitors in a professional, friendly, and efficient manner
• Manage and distribute incoming and outgoing mail for the corporate office
• Manage and order office supplies for the corporate location as needed
• Organize and maintain common office areas including the waiting room, break area, meeting rooms, storage room, and mail room
• Enter work orders, inspections, and drills in One Site software
• Assist accounting with entering purchase orders as needed
• Assist with scheduling, setting up, and cleaning up of meetings held in the meeting rooms
• Coordinate group activities on behalf of company executives as requested
• Draft, review, and send communications on behalf of company executives as requested
• Organize and prepare for meetings, including gathering documents as requested
• Maintain various records and documents for company executives
• Complete various projects and administrative tasks for company executives and corporate departments, ensuring deadlines are met and quality standards are maintained.
• Reconcile cash deposits to ensure accuracy for bank deposit preparation.
• Roll coin quarters from laundry machines for bank deposit preparation.
• Make copies of accounts receivable checks, post to tenant's account using Real Page software, and key into a spreadsheet
• Maintain strict confidentiality and follow agency protocols when handling sensitive information, cash, or client records.
• Process and screen applications for the agency's housing clients
• Maintain the waiting list for the agency's housing clients and make phone calls as needed
• Maintain up-to-date tenant files including regulatory requirements related to EIV compliance for the agency's housing clients
• Process move-ins / move-outs and annual and interim recertifications for the agency's housing clients
• Assist with annual lease renewals and certifications as required, including mandatory tenant notices for the agency's housing clients
• Assist with documentation needed for Management and Occupancy Reviews (MORs) for the agency's housing locations
• Maintain and disburse facility documentation in accordance with various regulatory requirements at the agency's housing locations
• Assist in coordinating regularly scheduled meetings at the agency's housing locations
• Other job duties as assigned

Knowledge / Skills / Abilities :

Physical Demands / Conditions : Prolonged standing and walking; lifting, turning patients and equipment. Heavy Work - Exerting up to 150 pounds of force occasionally, and / or up to 75 pounds of force frequently, and / or up to 30 pounds of force constantly to move objects. (May be further defined as "with or without assistance.")