Administrative Assistant

We are looking for a dynamic and highly organized Administrative Assistant to join our fast-paced property management and real estate development team. This key position provides comprehensive administrative support across all departments, ensuring smooth day-to-day operations. As the first point of contact for visitors and customers, you will play a pivotal role in creating a positive experience for all while supporting various office functions. Our office offers a friendly, fast-paced, and collaborative environment, where attention to detail, excellent communication, and a positive attitude are essential.

Key Responsibilities:

• Guest and Visitor Reception: Greet, welcome, and direct visitors and clients in a friendly and professional manner ensuring their needs are addressed promptly.
• Communication Management: Handle incoming phone calls, emails, and texts, directing inquiries to the appropriate team members. Manage large volumes of calls effectively while maintaining a professional demeanor
• Service Orders & Customer Communication: Process and assign incoming service requests via AppFolio portal, calls, emails, or texts. Ensure timely communication of snow removal alerts and property-specific updates.
• Surveys and Collections: Assist with move-in/move-out surveys, service order feedback, and customer rent collections. Collect rent payments via drop boxes and assist in collecting overdue payments.
• Mail and Document Management: Receive and sort incoming mail, deliveries, and couriers. Ensure proper filing, shredding, and organization of documents, both physical and digital.
• Customer Satisfaction: Engage with customers and clients to assess their needs and ensure satisfaction. Address complaints and inquiries professionally, finding solutions and following up on resolutions.
• General Office Support: Perform general clerical tasks including scheduling/setting up meetings, maintaining appointment calendars, photocopying, faxing, and other administrative duties as needed.
• Security and Access Control: Ensure proper security procedures are followed, controlling building access and maintaining a secure office environment.