Operations Assistant - Onsite

Title:             Operations Assistant - Onsite

Mandatory skills:

residential property management, 
Microsoft Office products, communications, data collection, data manipulations,
Excel, Visio, Outlook, Word,
data integrity, community service, data entry, 
Process housing deposits, rent payments, tenant rent statements, tracking accounts receivable

Description:

Qualifications:
Residential Properties (RP) is a professional unit within Facilities Services (FS) tasked with operating the client''s faculty, staff, and graduate student housing in the neighborhoods. The Operations Assistant, Residential Properties supports various aspects of property management and customer relations for a 400 -plus unit residential portfolio. The Operations Assistant will support and collaborate with the Assistant Director, Property Manager, Janitors, and support personnel within FS.

Residential Properties support the client mission of research, learning, teaching and community service. The client''s ability to recruit and retain students, staff and faculty depends in part on the housing opportunities RP makes available. We are charged with maintaining the highest possible occupancy level while providing excellent customer service to residents desiring to remain and renew their leases, transfer, or move-in.

Competencies:

Business Acumen
Performance and Execution
Communications

Education:

Bachelor''s degree in Business Administration, Real Estate or Information Systems, Communications, and/or equivalent combination of education and relevant experience required.

Experience:
Four years of property management or leasing experience, required.
Proven experience in managing a fast-paced office environment with professionalism.

Technical Knowledge or Skills:

YARDI super user with experience in residential property management, required.
RENT Café super user with experience in residential property management, required.
Demonstrated competence with all Microsoft Office products for communications, data collection and manipulations, particularly with Excel, Visio, Outlook and Word. required;
Proven ability to communicate effectively with a wide range of constituencies both orally and in writing, required.
Ability to maintain high degree of accuracy and accountability for data integrity.
Ability to provide excellent customer service in a welcoming, knowledgeable, courteous and professional manner.
Ability to successfully maintain perspective and vision under pressure, required.

Responsibilities:
The Operations Assistant provides a wide range of support in the following essential functions:

50% - Customer Service - Greet customers in the reception area; triage emails and telephone calls for action; ensure all inquiries are answered and/or routed appropriately and in a timely manner; interpret requests and help implement action. Handle routine tasks and provide accurate information to internal and external clients in a welcoming, knowledgeable, courteous, and professional manner. Direct non-routine resident requests to the Property Manager.

25% - Operations and Leasing - Learn, augment and implement current leasing policies. Verify student eligibility, , , process vacancy notices and transfers for current residents, coordinate apartment showings. Provide accurate data entry for graduate student leasing applications/renewals, monthly rental payments. Process housing deposits, rent payments, tenant rent statements, tracking accounts receivable, and sending late payment notices. Assist with processing parking requests and lease auditing.

25% - General Office Duties - Provide general office support, including, but not limited to, sign-out/in logs, copying/scanning/filing documents, distributing mail, and receiving deliveries. Other general duties may be assigned.

The incumbent must successfully interact with clients, residents and colleagues, and share overall responsibility for ensuring strong occupancy at University-owned and managed residential properties. In order to assure back up capacity for the other departmental responsibilities, the incumbent will receive training on other key office functions and special projects.

Working Conditions and Physical Requirements:

The work of the office is seasonal, summer and early fall being extremely busy with apartment turnover and related client activity.
The other seasons are less busy with opportunities for planning, reporting, document updates, new initiatives, research, and data management.
This position is 7.5 hours each day from 8:30-5:00 p.m. Monday through Friday.

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

Account co-ordinator: Ramadas Kumaresan

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008
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