Executive Assistant

Job Description

Job Description

Description:

Phoenix Management Group, LLC
Position: Executive Assistant/ Property Administrator

Phoenix Management Group, LLC, a leading full-service Property Management Company, has a Executive Assistant opening. This is an exciting opportunity for an entry-level professional to join a privately held company with substantial potential for career growth.

Brief Description: The Executive Assistant/ Property Administrator, under the direction of the Corporate team will be responsible for an array of administrative and executive tasks. The Property Administrator will collaborate with the on-site teams to ensure efficiency and completion of day to day operations.

Our expectations of you in this role:

Characteristics

· Collaborative - Work closely with team members to obtain given goals

· Resilient - Flexible with constant changing circumstances

· Relationship Management - Ability to start and complete tasks with little to no supervision

Financial

· Manage the financial performance of the property in accordance with the budget at the direct n of accounting office

· Assist in the development of the budget, marketing strategy and business plan for property in accordance with corporate team.

· Daily management of Total Operating Revenue including reconciliation

· Ensure all team members are properly placed on payroll and all paperwork is turned in according to company standards

· Ensure that property invoices, petty cash reconciliations are submitted weekly in property software system and ensure timely payment of invoices

· Ensuring that rent is collected in a timely manner from all residents or communicate with them to achieve a stable payment to pay bills promptly, keep adequate records for Accounting

· Ensure account balances are sufficient enough for all company needs

Development

· Develop and maintain strong, loyal relationships with all constituents - corporate office, owners, employees, and vendors

· Respond to all requests in a timely and effective manner.

· Ensure all contractual duties and obligations are met at each site

· Maintain ongoing relationship and communication with vendors

· Assist the Senior Leadership Team and other Corporate personnel with reporting, training, development, policy implementation, Investor relations and company growth

Strategic

· Act as primary strategic liaison between Ownership, Corporate and site personnel

· Assist with the overall operations of the assigned portfolio

· Develops systems and processes to ensure maximum efficiency

· Analyze leasing conditions, occupancy trends, competitive pricing and product in order to make recommendations for adjusting market rents, renewal rates, retention programs, and leasing incentives

· Monitors, assists and makes recommendations to improve marketing activities; reviews occupancy status and recommends rent schedules and rates

· Responsible for assisting with the overall financial activities of the properties, including capital improvements, property management, budgets, owner cash flow as directed by the Corporate accounting office

· Compile reports as directed of accounting, financial, marketing and leasing plans for entire portfolio

· Maximize operating performance and assist with achievement of company's financial goals

· Aids in resolving resident relation issues as directed

· Ensure compliance with PMG’s policies and procedures as it relates to risk management, budgets, expenses, marketing, training, and HR related issues

· Exhibit flexibility and patience in managing demands of the work environment. Be adept at managing change.

· Review current reports and streamline into new reports

· Performs other duties as assigned

Required Experience:

· 1 - 3 years of experience as an Executive or Administrative Assistant in the student/multi-family housing industry

· High School Diploma, Bachelor’s degree in business preferred

· Strong knowledge of industry software systems; preferably Property Solutions

· Computer proficiency and knowledge of Microsoft Office Suite

· Previous experience with originating, maintaining, and meeting an annual budget is required

· Working knowledge of applicable Landlord Tenant Laws, Fair Housing mandates and other legal issues affecting property management

· Ability to compile, create and streamline reports and data (current and historical) when required

Competencies:

· Autonomous, self-starter

· Business savvy – can demonstrate managing expenses while also growing revenue.

· Confident and energizing; friendly while also maintaining respectful boundaries.

· Positive networker

· Organized and professional in communications, reports, and processes.

· Energized by challenges – guides self, property staff, and company to succeed.

· Thrives in a fast-paced work environment – able to inject fun into juggling multiple priorities while staying focused on specific goals

· Team focused – delegates and jumps in; promotes team culture.

· Proficient with Microsoft Office applications (i.e. Excel and Word)

PMG offers a competitive salary with bonus incentives based on individual as well as property performance. In addition, a comprehensive benefits package is offered to all full-time employees with medical coverage, paid vacation and sick leave and rental discounts at company properties.

Conquering the Law of Average
Our mission is to build a relationship of “WE” rather than “I”. We are not a company managing people. We are not one vision of living. We are a collective of individuals, including our residents, and we are constantly collaborating to do things differently and be innovative. We are a community and we all have to work together to achieve greatness.