Administrative Assistant, Business Services

Job Title: Administrative Assistant, Business Services

Status: Non-Exempt

Location: Onsite, Norfolk, Virginia Corporate Office

JOB SUMMARY : In the Administrative Assistant, Business Services role, you execute a variety of business services tasks within the organization. Performing clerical and administrative support duties for other corporate departments and residential and commercial portfolios to assist in gathering and distribution of reports and on/off-boarding processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES : include the following but are not limited to the job specifications contained herein. Additional duties or job functions that can be performed safely may be required as deemed necessary by supervisory personnel.

• Manage financial compliance certifications and coordinate accounting for assigned residential assets (guarantors, tax returns, CPA-certified reports).
• Maintain accountability and comply with weekly, monthly, quarterly, and annual financial reporting requirements for assigned residential assets for lenders, owners, and investors.
• Work with asset management on reporting requirements for newly acquired assets.
• Assist in coordinating lease signings, management agreements, and taxes, including notarizing, filing and distributing such documents.
• Complete and distribute weekly traffic and occupancy reports and maintain the residential asset directory.
• Process incoming revenue checks by scanning and depositing payments, maintaining proper filing, and disposing of records in accordance with scheduled requirements.
• Post non-integrated payments to assigned properties for previous residents, 3rd party collections, shared revenue, and post-close balances.
• Scan and send invoices, checks, notices, and complaints received from vendors and/or residents electronically to the applicable community.
• Assist with operational systems access set-up, suspension and removal for residential asset employees and partner with other departments on required resources.
• Complete special projects assigned.

QUALIFICATIONS :

• High School Diploma or equivalent.
• 3-5 years of administrative experience.
• Proficient in Microsoft Word, Outlook & PowerPoint; prefer very strong Excel skills.
• Proficient in the use of business software MRI, OPS, and Adobe.
• Exceptional written and oral communication skills
• Strong interpersonal skills, including the ability to work across the organization and interact effectively at all levels
• Excellent organization skills, high attention to detail, and superior time management skills.
• Ability to work in a complex and changing organization and adapt to changes in structures and work priorities.
• Ability to maintain a high level of confidentiality and manage multiple tasks under pressure while meeting regular deadlines

WHAT WE OFFER:

• Competitive Salaries & Bonuses
• Medical, Dental & Vision Plans
• 401(k) Plan with Employer Matching Contributions
• Paid Personal Time & Holidays
• Flexible Spending Accounts
• Free Long-Term Disability
• Free Life Insurance
• Short Term Disability
• Health Savings Account with Employer Contributions
• Wellness Perks
• FinFit Health Finance Program
• Employee Apartment Discount
• Employee Referral Program
• Employee Recognition & Awards
• Employee Assistance Program
• Volunteer & Community Service Opportunities
• Tuition Reimbursement

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Veteran Friendly

This pre-employment application will be given every consideration, but its receipt does not imply that the applicant will be employed. Each question should be answered in a complete and accurate manner as no action can be taken on this application until all questions have been answered.

Harbor Group Management is proudly an Equal Opportunity Employer EOE/M/F/D/V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.