Administrative Assistant

Job Title: Administrative Assistant

Schedule: Monday - Friday 8:00am - 5:00pm

Job Summary: We are seeking a bilingual (English/Spanish) Administrative Assistant to support the operations of a 17-story, 164-unit condominium. This role is vital to ensuring smooth communication between residents, vendors, and the management team. The ideal candidate will demonstrate exceptional organizational skills, professionalism, and a commitment to excellent customer service.

Key Responsibilities:

• Front Desk Support:

  • Greet and assist residents, guests, and vendors with inquiries.
  • Answer and direct phone calls, emails, and other communications.
  • Manage appointment scheduling for residents and building services.

• Administrative Duties:

  • Maintain and update resident records, visitor logs, and other essential documents.
  • Assist with the preparation of reports, correspondence, and other communications.
  • Handle incoming and outgoing mail, packages, and deliveries.

• Resident Services:

  • Address resident requests and concerns in a professional and timely manner.
  • Coordinate with maintenance and management teams for service requests and follow-ups.
  • Assist with the organization of community events, meetings, and activities.

• Office Management:

  • Order and manage office supplies, ensuring the front desk area remains tidy and well-organized.
  • Assist with filing, data entry, and other clerical tasks as needed.
  • Support management with special projects and tasks as required.

Qualifications:

• High school diploma or equivalent; associate’s degree preferred.
• Previous experience in an administrative or customer service role, ideally within property management or a residential setting.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, Building Link, Avid or similar).
• Excellent organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Professional demeanor with strong interpersonal skills.