Forward-thinking Executive Assistant accomplished in aiding company leader with key functions. Gifted at managing details, organizing projects and providing stellar administrative support to broker. Highly effective in vendor and maintenance-related rapport to obtain the best result through open communication. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Skills
Professional and Mature
Administrative Support Specialist
Proper Phone Etiquette
Verbal and Written Communication
Calendar and Scheduling Software
Data Research and Compilation
Administrative Support
Inquiry Response
Correspondence and Memos
Records Management Databases
Reports and Financial Statements
Bookkeeping and Basic Accounting
Document Filing and Retrieval
Invoice Preparation
Customer Service
Administrative Oversight
Visitor Greeting
Recordkeeping and Documentation
Experience
02/2016 to 07/2022
Executive Assistant to the Managing BrokerXenith – Oakland, CA,
Twenty years experience in residential property management in all aspects of daily management in a fast-paced environment.
Day-to-day functions of accounts including initial set-up of owners, properties, units and tenants. Interaction with Home Owner's Association if applicable.
Maintained company confidence and protected business operations by keeping sensitive information confidential.
Property inspections to determine needed maintenance, coordination of vendors, assigning work, tracking progress, and processing invoices for payment following company bookkeeping procedures.
Creating and posting online available rental listings complete with pictures, fees associated with acceptance, and all rental details. Monitored the site assigned to processing applications and notifying accepted applicants.
Typed up new leases and attached legally required documents. Follow through to assure all documents are completely signed and initialed and that renter's insurance has been obtained and utilities were started by new tenants.
Monitored owner reserves to assure funds are available for invoice processing. Reviewing monthly owner statement data for accuracy of all information.
Processed Security Deposit Disposition within the legal timeframe to include charging outgoing tenants for items specific to their lease at move-out. Sent refund check and invoice copies charged against the deposit to the forwarding address.
Created and maintained vendor files in three databases, scanned in all applicable documents. Updated vendor details of licensing, insurance, and any company contact changes as they occur for each vendor.
Opened, read, and replied to e-mails, letters, and other forms of correspondence.
Addressed high-priority issues with professional administrative discretion. Quick response to emergency situations as they are called or emailed in.
Collaborated with co-workers to support marketing, projects, and brainstorming more streamlined policies and procedures for each facet of the business.
07/2012 to 07/2015
Assistant Property ManagerXenith – Cleveland, OH,
Coast & Valley Rentals was a sister company to Monterey Bay Property Management located in The Barnyard in Carmel and open 2012 - 2016.
Answered calls and responded to inquiries using strong active listening and open-ended questioning skills.
Worked with a large number of military personnel transferring into this area from overseas, or around the country, looking for housing.
Coordinated general maintenance and repairs to keep facilities operational and attractive. Solicited and analyzed bids for repairs, renovation and general maintenance.
Addressed and resolved complaints, concerns and service requirements to deliver prompt remedial action.
Explained policies and procedures to tenants and enforced rules. Handled resident complaints and expedited maintenance requests.
Escalated critical issues to property manager to promote immediate resolution.
Kept scanned records of correspondence with owners, prospective owners, residents, other parties interested in upcoming rentals, vendors and prospective vendors.
Updated tenant and unit information to keep current in housing database. Created advertising and posted in multiple locations including the military website.
Checked rental eligibility by following company's verification process. Reviewed completed applications and assessed financial and previous rental information.
Lease preparation and execution, adding associated attachments and documentation.
Processed security deposit refunds.
05/2002 to 04/2012
Assistant Property ManagerBackus Properties – City, STATE,
Daily operations, maintenance and administration of managed properties. Resolved complaints and concerns, and addressed service requirements to deliver prompt remedial action.
Explained policies and procedures to tenants and enforced rules.
Critical issues alerted to property manager to promote immediate resolution.
Solicited and analyzed vendor bids, coordinated general maintenance and repairs.
Collected monthly rents and fees. Scanned and filed records of correspondence with owners and residents.
Updated tenant and unit information to keep current in housing database.
Created ads and posted properties online coming available for rent. Ads were posted on multiple websites including the military website.
Reviewed completed applications and assessed financial information, rental history and references. Checked eligibility by following company's verification process.
Created leases and attached required documents, followed through to lease signing and collection of funds.
Processed security deposit refunds.
Maintained thorough, accurate and compliant records for internal and regulatory audits.
Education and Training
Expected in to to
High School Diploma: Henry D. Sheldon High School - Eugene, OR, GPA:
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