Portfolio Manager Admin Assistant

The Portfolio Manager Admin Assistant with work directly with the Sr. Portfolio Manager and provide day to day administrative support. In addition, this position must exhibit excellent verbal and written communication skills, resiliency in the face of difficulty, strong initiative, professional demeanor, and leadership abilities. Regular attendance is required and this position is based in our corporate office. The 5 Service Behaviors are expected to be exhibited in all situations.

• Demonstrates the ability to quickly establish trust and rapport with prospective residents through professional, responsive communication via phone, email, and in-person interactions.
• Must have strong administrative skills. Must have a strong sense of urgency and problem-solving skills.
• Provide customer service to current and former tenants, applicants, and public, through professional and direct communication by utilizing management tools and data. Promote harmonious relations among tenants, employees, owners, and the local community. *
• Must have excellent customer service skills, be outcome-oriented and a strong communicator.

• Must be outcome-oriented and consistently meet deadlines assigned.
• Must have excellent time management skills.
• Must have the ability to work in a fast paced environment with strong attention to detail and juggle multiple responsibilities with superb accuracy.

• Manage and monitor numerous projects at one time in a variety of work stages is required.*
• Be detailed oriented and provide administrative support in completing required reports for multiple agencies, owners and support teams.*
• Must have excellent organizational skills
• This position requires seasoned organizational skills and the ability to manage multiple projects and inquiries efficiently
• The ability to work in a fast pace environment with strong attention to detail is essential.

• Responsible for assisting in gathering relevant information from site staff and assist the Portfolio Manager in preparing for various meetings, presentations and reports.
• Demonstrates flexibility in managing competing priorities, supports team objectives, and willingly performs additional duties as needed

• Communicate details about follow-up tasks to site staff, and internal business partners etc. in a timely and professional manner. *
• Communication Liaison- Responsible for ensuring successful daily flow of correspondence as outlined by the Sr. Portfolio Manager. *
• Manages high-volume inbound and outbound communications across multiple channels, ensuring timely responses, clear documentation, and appropriate follow-up.
• Able to communicate and collaborate across multiple departments and teams.

• Understand rental agreement and residency policies and be able to explain them to others.*
• Responsible for analyzing data, preparing and formatting information and using all available resources for effective resolution. Preparing for internal and /or external distribution as requested. This may include writing letters and memos, compiling data for reports, creating presentations, transcribing, and taking meeting notes.*
• Follow Oregon and Washington Landlord Tenant and Fair Housing laws.

• Perform other duties as assigned by supervisor.*

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or general education degree (GED) with three years working as a Administrative Assistant or one year of administrative assistant experience/or training; or equivalent combination of education and experience.  Experience in Property Management a plus.

No supervisory responsibilities.

Travel varies but may be up to 50% of the time. 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization. Bilinugual English/Spanish preferred, not required.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

A valid Driver’s License and insurance is required.

Ability to operate basic office equipment such as telephones, keyboards, 10 key, photocopier, and fax machine. Must be outcome-oriented and consistently meet deadlines assigned. Must have excellent time management skills. Must have the ability to work in a fast paced environment with strong attention to detail and juggle multiple responsibilities with superb accuracy. Must have strong administrative skills. Must have a strong sense of urgency and problem solving skills. Must have excellent organizational skills. Must be highly skilled in Microsoft Suite.  High degree of professionalism and exceptional customer service skills, over the phone and in person, with our customers and internal departments required. Able to communicate and collaborate across multiple departments and teams.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.