Job Title:
Office Manager & Leasing Assistant
Reports to:
Cashton Laufenberg
Fair Labor Standards Act Status (FLSA):
Employment Status:
40 hours per week
About Madison Development Corporation (MDC): MDC is a 501c3 nonprofit corporation estab lished in 1977 in the City of Madison. We are governed by a 13-member local Board of Directors and led by our President/CEO. Our mission is to provide quality workforce housing to Low to Moderate Income (LMI) households and provide business loans to hard-to-finance businesses in the Greater Madison Region. MDC is a growing company. Over the past 3 years, we have devel oped 4 workforce housing projects for a total of 166 new multifamily units in Dane County bringing our total of owned and managed units to over 400.
Position Overview: The Office Manager serves as MDC’s primary point of contact and functions within multiple roles including communications, leasing, and accounting. The position reports to the VP of Housing, Cashton Laufenberg, and mainly assists with the leasing process. There are also minor accounting duties, the Office Manager processes tenant payments and submits bills to vendors. The position must be at the office each day within the operating hours of Monday through Friday, 8:00am to 4:30 pm, opening the office and locking up as necessary.
Responsibilities: Office Coordination Serving as the front line of contact for all properties, tenants, and potential tenants. This includes distributing mail, replying to email and phone inquiries, and forwarding messages to appropriate staff. Assisting with the application process by entering rental applications online (Property Boss) at the date of application and working with Property and Leasing Managers to ensure tenants meet income and housing requirements—including but not limited to housing references, credit reports, and criminal background checks. Updating and editing leasing forms to adapt to company needs. Creating and sending lease documents to new and existing tenants through DocuSign. Assisting property managers in creating late notices and posts for tenants. Entering maintenance requests into EZ Office and assigning them to the respective maintenance technicians. Page 2 Organizing office files and managing office supplies. This involves assembling, filing, data entry, maintaining tenant information, and ordering office supplies as needed. Managing key sign in/out when tenants or vendors retrieve or drop off keys Updating MDC’s website and social media platforms as properties become available, new companies are invested in, and when there is news to share
Accounting Support Depositing all checks and forms of payments, insuring deposits are accurate and organized as well as entering tenant checks into Property Boss. Coding and submitting invoices to Bill.com for approval, and later sending bill payments. Organizing invoices in proper files and assisting with yearly audit. Securing and managing vendor relationships and contracts for MDC. Posting monthly late fees into Property Boss. Assisting with move-out checks. Assisting with month-end close by helping with timesheet summaries, rent roll reporting, other tenant transactions, and defined journal entries in Quickbooks online.
Executive Support Aiding MDC’s President & CEO with administrative projects as requested Project Management and Event Coordination – internal and external projects including staff and third-party partners Assisting with Marketing / Press Releases/ Annual Reports and Newsletter Salesforce - working with President & CEO to create reports
Qualifications/Skills: Preferred: Bachelor’s or Associates Degree in Marketing, Communications, Economics, or a 2-year degree in the same. (Other business related training or experience will be considered). Preferred: Bilingual in Spanish 1-2 years experience in accounting, customer service, or other related fields Organizational and planning skills along with a strong attention to detail Proficient in Microsoft Office; Word, Powerpoint, Calendar Sharing and Excel. Strong project management and time management skills Self-motivated with a positive and professional approach Ability to communicate in a positive manner at all times by working well with others in a fast-paced team environment. Sound decision-making and problem-solving skills Strong writing, editing, and proofreading skills for communications with tenants Basic knowledge and understanding of current trends in digital and social media and skills to update MDC’s website. Willingness to learn Property Management rules & regulations
Conduct Expectations: Represent the company in a professional manner Maintain a professional relationship with all tenants and staff Record all tenant correspondence, as necessary Practice excellent communication and listening skills Be flexible and reliable Follow all company policies and maintain a working knowledge of company poli cies and procedures Have a strong work ethic with attention to detail Be driven and motivated to fill vacant units Act as a Team Player bringing all complaints to the Management Team (Praise Publicly, Criticize Privately) Refrain from using foul language and yelling Maintain a working knowledge of all fair housing laws, its policies and practices and be fair and consistent in upholding these and all company policies Perform all work in an efficient and orderly manner
Job Type: Full-time Salary: Starting at, based on experience, wage rate reviewed in December annually, also opportunity for year-end bonus annually based on maintaining a low vacancy rate Location: Madison and Middleton, WI License: Must have a Wisconsin driver's license and be insurable on MDC’s policy (Required) Benefits: Health insurance, Dental insurance, Vision insurance, Retirement plan, Paid time off, Professional development assistance, Tuition reimbursement, life insurance, disability insurance Pay Frequency: Bi-weekly (every 2 weeks)
Revision Date:
06/10/2024
Job Type: Full-time
Pay: $19.50 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Property leasing: 1 year (Preferred)
- Office Administration: 1 year (Preferred)
Work Location: In person