VineBrook Homes
  • Cincinnati, OH, USA
  • DOE +/-
  • Hourly
  • Full Time

Health, Dental, Life, 401(k) w/match, PTO

The Residential Portfolio Administrative Assistant is responsible for providing effective customer service for all internal and external customers by using excellent, in-depth knowledge of company products and programs as well as communicating effectively with team members within the Leasing and Retention Departments and assisting the needs of the Portfolio Managers.

The Residential Portfolio Administrative Assistant is responsible for assisting visitors to the office and callers to reach the correct point of contact regarding their concerns. The Residential Portfolio Administrative Assistant must maintain a positive relationship with our current residents while providing excellent customer service.

 Essential Functions-

  1. General support to the team on tasks, projects, organization, planning, and meetings as directed by the Portfolio Manager or Assistant Portfolio Manager.

  2. Greet potential and current residents and visitors, answer phones and return emails; assist them with questions and/or concerns.

  3. Keep records of resident's interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken.
  4. Assist with resident letters/notices and ensure copies are uploaded into Yardi.
  5. Assists with calling resident that are delinquent on their rent.
  6. Provides timely and accurate information to residents. 
  7. Provides timely feedback to the team regarding service failures or residents' concerns
  8. Partners with the sales team to meet and exceed residents service expectations
    1. Sending landlord/employment/service animal Verification Requests
    2. Entering and uploading verifications into Yardi
  1. General office up-keep and organization.
  2. Ordering office supplies and maintains accurate inventory.
  3. Assist with coordinating resident and office event planning, coordinating and execution.
  4. Collect /Code/Scan rental payments (Cincinnati)  
  5. Maintenance Department Assignments: (Cincinnati)
    1. Resident work order correspondence as needed
    2. Coding invoices
    3. Generating POs w/ Management approval
    4. Submitting approved resident charge-backs to AR 
  6. Special projects as assigned

Core Competencies-

  1. Exceptional Customer Service and Interpersonal Skills
  2. Exceptional written and oral communication skills
  3. Proficient using computers and property management software
  4. Problem solving skills
  5. Independence and autonomy


Local travel may be required.  Applicant must have a valid driver's license in the state in which the position is based.  Regular inspections are necessary in order to maintain the value of our assets.

Required Education and Experience-

  1. High School Diploma or equivalent
  2. Highly organized
  3. Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills
  4. Marketing, social media and sales experience
  5. Ability to multi-task
  6. Ability to thrive in a fast-paced environment
  7. Aptitude with computers, internet, network phone systems, MS Office and Salesforce
  8. Must be capable of working effectively with people from differing backgrounds/education levels

 Preferred Education and Experience-

  1. Prior property management or real estate company experience
  2. Bilingual (Spanish Language) a plus

 Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

VineBrook Homes
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