Administrative Support Specialist
RE/MAX Premier Properties & Premier Property Management
Louisville, KY
Posted ago
RE/MAX Premier Properties & Premier Property Management

Premier Property Management Services manages over 300 single-family and multi-family properties for rent throughout the Louisville Metro area. We are seeking an administrative superstar to serve as our office receptionist while also lending extensive support to our property management team. The position will require great attention to detail, the ability to juggle a large number of tasks and deadlines effectively, excellent time management skills, and the ability to work with a variety of personalities in a fast-paced setting.  


Position Details:

  • Full-time (40 hours per week), non-exempt employee
  • Hourly wage range of $14-16 based on qualifications
  • Regular office hours from 8:00am-5:00pm with one hour for lunch
  • Holidays and additional paid time off provided
  • Eligibility to participate in our group insurance plan


Responsibilities

This position will be a mix of general office/receptionist duties and administrative tasks supporting members of our team. 

General Office Responsibilities

  • Provide a welcoming environment for all agents, clients and other office guests
  • Greet guests warmly and memorably
  • Offer refreshments and assist with any tasks in support of meetings such as making copies, printing documents, providing wifi information, etc.
  • Monitor and maintain supplies of coffee, water, condiments, paper products and such in the company lounge
  • Maintain a clean and organized office environment
  • Assist with distribution of mail
  • Lend support for business activities as needed, such as mailings, phone calls, emails, or other administrative tasks
  • Help plan and execute events and trainings for staff
  • Manage notifications and files on company intranet; post relevant forms, guides, notices and calendar entries
  • Pull copier reports and compile information for billing purposes
  • Ensure copier is functioning properly and monitor paper trays/supply levels
  • Order office supplies
  • Set up print drivers for agents and staff as needed
  • Set up copier codes for new agents and staff
  • Maintain company phone extensions, directories, and voicemail recordings
  • Create accounts for agents and staff in our electronic document system
  • Maintain certificates of insurance and workers comp information for all vendors
  • Additional administrative tasks assigned by the director of operations

Property Management Responsibilities

  • Answer phone calls to provide basic information about rental properties and screen to determine appropriate staff contact or resource
  • Maintain familiarity with inventory of available properties to ably serve inquiries
  • Field calls from residents, largely concerning maintenance issues, and create work orders in our rental management system
  • Collect rent payments and security deposits from residents who come to the office; notify Assistant Property Managers and Office Manager accordingly
  • Input rent received, bills, lease information, and other data into rental management system
  • Assist with lease renewals as needed
  • Call utility companies to confirm landlord agreements are in place
  • Add new properties to Louisville Metro Rental Registry
  • Prepare lease violation notices and other formal notices to residents
  • Assist residents with online portal set-up as needed
  • Compile rent data for quarterly payment of agent referral fees
  • Maintain stock of prepared welcome folders for residents and owners
  • Additional administrative tasks assigned by the office manager

Qualifications

  • Background check
  • Positive, resourceful attitude
  • Strong work ethic
  • Ability to remain in a stationary position (sitting or standing) for various periods of time
  • Ability to use a computer, tablet and phone system
  • Ability to lift and carry up to 25 pounds
  • Related experience in administrative or property management roles preferred


Compensation
$14-$16 hourly
About RE/MAX Premier Properties & Premier Property Management

RE/MAX Premier Properties provides clients with exceptional real estate sales and marketing services and its team members with unparalleled growth opportunities within the real estate space. 

Our sister company Premier Property Management Services oversees rental property throughout the Louisville area. We provide personal, respectful service to tenants while creating peace of mind for owners who want their investment in good hands.

Our agents, key personnel and partners are a part of our family. We are committed to appreciate, honor and respect each other. We attract, cultivate and keep A players - we are the best at what we do. We respect initiative and inspire personal growth. We value integrity, innovation, coach-ability, growth, and service. Everyone is in training. Everyday. Everyone. We embrace and honor failure as much as success, because they are both requirements for becoming truly great. We are a meritocracy - the best performers will be rewarded with the best opportunities.


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