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Administrative Assistant (Contingent)

Gates Hudson Residential is seeking an Administrative assistant to support Regional Managers of Residential Property Management and the Assistant Vice President of Residential Property Management and is to comply with established policies and procedures. 

This is a full time position located at our corporate headquarters in Fairfax, VA.  

General Duties and Responsibilities

  • The specific duties, assignments, and responsibilities of the Administrative Assistant include, but are not limited to: 
  • monitoring report compliance; reviewing various reports; updating reports and contracts; issuing letters and notices; attending meetings; and handling telephone inquiries.
  • Sort, review & distribute Monday morning reports; fax to owners
  • Sort, review & distribute daily reports
  • Change all move-in dates
  • Review VSR daily – fax errors to properties
  • Sort and distribute Residential faxes
  • Participate in Rotation Schedule of kitchen clean up, receptionist break coverage and birthday party planning
  • Provide administrative support to all Regional Managers
  • Provide back-up administrative support as needed, to the Executive Administrative Assistant, time permitting
  • Provide Customer Service to all resident inquiries
  • Maintain all portfolio master files
  • Supervise lease processing and maintain lease files


Track and monitor weekly and monthly reports as listed:

  • Maintenance Reports
  • Marketing & Leasing Guidelines
  • Renovation Logs
  • Renewal Letters
  • Distribute all resident correspondence and prepare written response
  • Annually, May 1, order pool letters, applications, passes, rules and regulations from printer.  Distribute to properties with cover memo to PM’s regarding any residents with delinquency, etc.
  • Mail Resident Referral checks with form letter
  • Issue 21/30 & 60 day notices
  • Prepare all contracts for Regional Managers
  • Complete and distribute all meeting minutes
  • Provide original leases for court to Attorney, upon request

Update all monthly reports as listed:

  • 5 Year Summary
  • Vacancy/Delinquency Report
  • 5 Year Capital Improvement Projection
  • Print all monthly reports and compile for monthly Owner’s packages
  • Complete, distribute and mail monthly Owner’s packages by the 20th of each month
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