Executive Assistant

Executive Assistant

Essential Duties and Tasks

• Will be responsible for most aspects of accounts receivable.  This includes posting rests from the online rent payment system, posting rents from tenants in person, balances rent receipts against deposits; prepares bank deposits.  Performs month closing of accounts receivable.  Acts as the phone operator; will answer the telephone in a courteous and helpful manner, answer applicable questions or direct calls to appropriate person.  Greet and direct customers in same courteous and helpful manner.  
• Upload and download information daily from rentpayment.com (where online payments are made).  Record information concerning payments in daily ledger and complete corresponding journal entry. 
• Takes maintenance requests from residents and makes arrangements for necessary physical repairs as a result of inspections for repair needs, prepares work orders and forwards copy to maintenance staff; follows-up on final disposition and completes work orders after information and documentation are received from maintenance staff.  Prepare statement and bill resident if applicable.  
• Maintain records on all types of inspections of units.   Coordinating needed inspections with the Maintenance Supervisor and the Occupancy Department.  Uploading and downloading inspections using the HQS Inspection Module and Mobile Inspections.  Assist with physical inspections when needed.  Strict follow-up of problem resident inspections.
• Processes purchasing for supplies, materials, and equipment; maintains inventory files and records in data base; inputs parts and costs for automated maintenance system; maintains fixed assets data base.   Coordinates periodic and fiscal year-end physical inventory of materials, maintenance equipment, office equipment, automotive equipment, ranges, refrigerators and water heaters.   Maintain the office supply room in a neat and orderly manner, keeping stocked with necessary supplies.
• Complete monthly meter reading for electricity consumption of residents.  Upload information for maintenance staff to read meters and download readings.   Prepare statements and send bills to those who have overages.   Maintain log of total utility usage (water and power) on spreadsheet.
• Coordinate pest control as needed on a monthly basis.   Work with Maintenance Supervisor to schedule and prepare for annual pest control treatment of all units.  Send appropriate notifications to residents concerning treatment.  
• Considerable knowledge of accounts receivable, and purchasing processes and procedures. Working knowledge of accounting 

Physical and Desirable Education Requirements

• Must be able to physically perform the basic life operational functions of fingering, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Must possess the visual acuity to prepare data and statistics, work with accounting processes, and operate a computer terminal.
• Graduation from a community college with a degree in accounting or business and experience in accounts receivable, purchasing, and/or related experience; or an equivalent combination of education and experience.
• Possession of a valid North Carolina driver’s license.