Administrative Assistant - Property Management

The Administrative Assistant position is a direct report to the Property Manager and will work closely with the manager to assist and support other team members within the company. The goal is to ultimately support our rental office (property management team) and ensure all administration files, processes are efficiently and professionally well maintained. The Administrative Assistant will assist with a variety of tasks ranging from clerical, tenants’ services, accounting, and other special projects on an as needed basis. 

Applicant MUST complete and pass a background check.

This will be 32-40 hrs./week with the opportunity for more should the workload necessitate it. There will be additional bonuses based on project scope achievement and milestones completed and performance reviews.

Training will be provided, and this role is available for quick onboarding

Responsibilities – Include but are not limited to the following tasks

• Manage and assist in administrative assignments, including, but not limited to tasks and project reporting, and scheduling meetings
• Mail Processing for Vendors, Utility Providers, Associations, Owners, Insurance Companies, etc.
  • Collect Mail, Scan, Label, and file accordingly
• Bill Processing (Utilities, incoming Rents, Vendors, Associations and others)
  • Input Invoices into management software
  • File in appropriate folders
• Prioritize and process competing emails and mail daily as necessary
• Effectively communicate with tenants, internal and external team members, vendors, contractors, utility providers and Associations.
• Information Collection, updating and Review of
  • Tenant Insurance Policies
  • Owner Insurance Policies
  • Owner Home Warranty Policies
• Populate property details in property management cloud-based systems
• Prepare 3-day notices, promise to pay documents and securing signatures, lease violations, inspection notices, posting proper fees to tenant ledgers as needed. 
• Assigning work orders to the appropriate technician or 3rd party vendor after contacting the tenant for clarification if needed.
• Daily follow up on 3-day notices and work orders 

Qualifications:

• High school diploma or equivalent, Bachelors preferred
• Minimum of 2-3 years of property management / real estate experience required
• Ability to work in a fast-paced environment, handle multiple tasks, and identify work priorities
• Strong communication, customer service, relationship building, multi-tasking, organizational skills, and strong attention to detail
• Positive Can-do Attitude
• Professional and Effective oral/written communication skills
• Problem/conflict resolution skills
• Able to work with diverse populations of tenants
• Proficiency with Microsoft Office (Word, Excel etc.), Gmail, Shared Drive, and other cloud-based systems and management software
• Must be team-oriented