About Company
At Cogent Infotech, we believe in creating opportunities that empower individuals and transform organizations. With over 20 years of excellence in consulting and talent solutions, we're proud to build inclusive workplaces and deliver innovative, people-first solutions to clients across the public and private sectors. We value integrity, empathy, and continuous learning, and we welcome you to bring your authentic self as we grow together.
Title: Administrative Assistant
Location: Cincinnati, OH
Schedule: Monday- Friday/Hours 8am-5pm/Lunch- 40 minutes
Cannot Be A Resident Of The HCV Program, for Housing Specialist submissions or apart of Touchstone Property Services/Affordable Housing for Administrative Assistant submissions.
Summary:
This position provides administrative and tenant support for management to ensure the efficient operation of the Affordable Housing Property Management offices.
Essential duties and responsibilities:
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.
- Maintains all tenant, contractor and property files and documentation including leases, insurance certificates, and invoices., etc.;
- Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external partners on a range of issues; organizes and facilitates meetings, conferences, and other special events, as required;
- Explain policies and rules in an understandable manner. Answer questions and work to resolve resident complaints whenever possible. Assist residents with completing forms, requests for keys, lock changes, problems with neighbors.
- Collects, enters and updates data to maintain department records and databases; establishes and maintains files and records in the required electronic management system;
- Monitors and coordinates accounting activities as needed, and prepares internal reports for management; participates in budget planning and monitoring; coordinates and oversees the purchasing and management of office supplies and equipment;
- Monitors vendor contracts and coordinates with appropriate parties to determine contract renewal disposition; receives and reviews vendor invoices; ensures proper documentation is received to process vendor payment in a timely manner; coordinates and handles any discrepancies in the payment process.
- Promotes and maintains positive relationships with tenants with prompt attention to service requests. Submit proper paperwork to set up excess utility billings and charges to residents as needed and credits to accounts. Check rent roll to confirm accuracy of payment amounts prior to accepting any rent payments. Remove accounting processes rent
- Assists with planning and logistics for tenant communications and events;
- Assist in leasing apartments. Prepare packets of information for prospective customers. Show the apartment, emphasizing amenities, services available in the community, schools, churches, etc. Work closely with prospective clients to lease the unit. Review the terms and conditions of the lease, calculate security deposits/prorate rents, review procedures for garbage collection, etc. with each new move-in.
- Perform move-in inspections in the units, and process work orders as needed. (Ultimately signs lease and explain all rules and regulations to residents and securing signatures in all necessary documents).
- Routinely walk or drive the grounds of the property and/or common areas. Speak to residents or issue lease violation notices concerning trash, broken windows and screens and other issues, which detract from the curb appeal of the property.
- Follow up if items are not addressed timely or in the case of repeat lease violations. Refer the resident to management for possible legal action.
- Set up and maintain confidential files for each household. Assist in compiling information for monthly management reports, and assist in maintaining statistical data. Review vacancy reports every day to stay abreast of available units, verify accuracy of report, process necessary corrections.
- Gather appropriate data to process annual and interim re-examinations for residents reporting changes of family composition and/or income status.
- Assists in the coordination, supervision, and completion of special projects as needed;
- Assist with file preparation at site level as needed.
- Perform additional duties as assigned.
Education /Experience/Certifications:
- Associate degree in business management or a related field or an equivalent combination of education and experience;
- Five (5) years administrative support services experience.
Cogent Infotech is a leading tech consulting firm headquartered in Pittsburgh, PA, offering cutting-edge digital transformation solutions in Cloud, Cybersecurity, Data Analytics and AI. ISO-certified and CMMI Level 3 appraised, we proudly partner with 70+ Fortune 500 companies and 150+ government agencies. Cogent is an equal opportunity employer and does not discriminate based on any protected status under applicable law.