Benefits :
- Health insurance
- Opportunity for advancement
- Paid time off
Administrative Assistant with Property Management Support
We are seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant with Property Management and Leasing Support. In this role, you will be responsible for a variety of tasks that ensure the smooth operation of our office and property management activities. If you have strong administrative skills, a proactive attitude, and an eye for detail, we would love to hear from you!
Key Responsibilities :
Admin Support :
Files and Supplies : Assist with organizing files, including annual purging. Ensure all office supplies, snacks, and drinks are well-stocked and stored properly.Water Plants & Tidy Office : Maintain cleanliness in the office, including watering plants and organizing the workspace.Package Management : Open and organize packages, and handle returns for damaged or unnecessary items.Daily Mail and Bill Management :
Retrieve and scan incoming mail for digital records.Access credit account portals to retrieve bills and documents.Monitor accounts payable inbox for vendor inquiries and billing communications.Enter bills into Yardi.Billing and Invoice Tracking :
Maintain a checklist of recurring bills and track when they are received and when payments are due.Follow up with vendors for missing bills and ensure timely receipt.Create purchase orders and match them with invoices and contracts.Send water bills to DDM and ensure charges are entered on tenant ledgers.Vendor Invoice Compliance :
Ensure vendor invoices are submitted in the correct format and notify vendors of any discrepancies.Insurance Compliance :
Monitor tenant and vendor insurance documentation in Yardi, ensuring all certificates are accurate and up to date.Work Orders and Lien Releases :
Post work orders, link them to tasks and vendor invoices, and ensure lien releases are filed after work is completed.Construction Invoicing :
Generate and track payment statuses for construction invoices.Credit Card Management :
Monitor credit card cycles, generate purchase order numbers, and close out purchase orders after statement receipt.Secretary of State Filings :
Ensure timely annual filings for the corporation and LLC.Upload relevant documents to SharePoint.Business License Renewal :
Manage business license renewals, ensuring timely submission and uploading of renewed licenses in SharePoint.Residential Utilities :
Track and reconcile residential utilities monthly and semi-annually.Update tenant charges accordingly and post utility charges for the upcoming year.Property Management & Leasing Support :
Conduct monthly property inspections and assist with annual residential inspections.Help with leasing efforts, including conducting property showings, drafting listing descriptions, and preparing leases for supervisor approval.Handle tenant communications related to lease renewals and paperwork.Coordinate commercial move-ins, including logistics like signage and internet setup.Manage submeter readings and legal notices.Key Audit & Organization :
Regularly audit and organize keys for properties and tenant units.Maintenance & Vendor Coordination :
Assist with work orders, matching receipts to work orders, and posting them.Coordinate with tenants and vendors for preventative maintenance tasks.Track janitorial supplies and ensure invoices align with inventory needs.Recurring Projects :
Assist with security camera functionality and maintenance.Track specific items like paint colors, fob pins, and appliance serial numbers.Qualifications :
Previous administrative experience, ideally in property management or related fields.Strong organizational and time-management skills.Proficiency with office software and property management tools like Yardi.Excellent communication skills, both written and verbal.Ability to multitask and prioritize effectively.This position offers a dynamic work environment and the opportunity to play an integral role in supporting property management operations. If you thrive in a fast-paced, detail-oriented environment and enjoy working with a variety of tasks, we encourage you to apply!
If you're interested in joining our team, please submit your resume and cover letter. We look forward to hearing from you!
Salary : $28 - $32
