Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant to support our leadership team in daily operations, tenant relations, compliance tracking, vendor coordination, and administrative duties. This dynamic and hands-on role involves both in-office and fieldwork, with site visits comprising anywhere from 10% to 50% of the role, depending on business needs. The ideal candidate is a strong communicator, detail-oriented, and adept at managing multiple tasks in a fast-paced property management environment.

Compensation & Benefits:

• Salary: $52,000-$55,000
• Health, dental, and vision benefits
• Paid time off (PTO) and holidays
• Professional development and growth opportunities

$52,000 - $55,000 yearly

Operations & Administrative Support:

• Manage emails, phone calls, and in-person inquiries for the leadership team.
• Schedule and coordinate meetings, property inspections, and vacant unit checks.
• Track and organize expired vs. issued documents, permits, and compliance records.
• Oversee spreadsheet management for rental properties, leases, and financial data.
• Review and document police/fire reports.
• Maintain and update property management software, including Buildium, HappyCo, Guesty, Airbnb, and Melds.

Property Management Assistance:

• Support move-ins, move-outs, and rental inspections.
• Assist with security deposit processing and compliance.
• Ensure timely follow-ups on maintenance requests and track Melds.
• Monitor short-term (STR) and long-term (LTR) rentals, including public areas, facilities, and exterior maintenance.
• Oversee snow removal, lawn care, and general property upkeep.
• Organize and track inventory and supply PAR levels for multiple properties.

Tenant & Compliance Management:

• Ensure late fee compliance tracking and lease audits.
• Track rental extensions, modifications, and permits.
• Handle tenant escalations, including lease violations and pay-or-quit notices.
• Assist in emergency on-call support and fire safety inspections.

Vendor & Facility Coordination:

• Maintain strong relationships with vendors, including scheduling services and processing invoices.
• Oversee storage management, vendor procurement, and facility turn coordination.

Leadership & Investor Relations:

• Support P&L tracking, investor communications, and owner administration.
• Assist with contract negotiations and asset oversight.
• Work with city officials, utility representatives, and property management advocates.
• Plan and coordinate company events, city council meetings, and advocacy efforts.

• 2 years of experience in real estate administration, executive support, or customer service.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), Google Workspace, and property management software (Guesty, Airbnb, HappyCo, Melds, etc.).
• Exceptional organizational and multitasking skills with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professionalism at all times.
• Strong problem-solving skills with the ability to handle escalations and emergencies.
• Experience working with vendors, tenant relations, and compliance tracking is a plus.

Preferred Qualifications:

• Background in real estate, property management, or executive-level administrative support.
• Familiarity with city council meetings, investor relations, and legal compliance in property management.
• Previous experience using Buildium for property management is a strong plus.

Black Swan Living is a resident-focused property management company that offers well-maintained, high-quality single-family homes, apartments, and townhouses that feel like home, for you and your pets. Black Swan Living provides an exceptional living experience. We strive to make the world a better place to live for everybody.