Administrative Assistant

POSITION SUMMARY

Are you a highly organized and resourceful individual with a keen eye for detail? Join our team at PLS Investments, Inc. as an Administrative Assistant, where you’ll play a key support role in assisting the Office Manager to ensure the smooth and efficient operation of our real estate business. This dynamic position offers you the opportunity to contribute directly to daily office activities, from managing tenant communications and organizing documents to coordinating maintenance requests and assisting with invoicing. By providing essential administrative support, you’ll help maintain a well-functioning office, enabling the Office Manager and the entire team to focus on achieving our company’s goals. If you’re a team player who thrives in a fast-paced environment and takes pride in providing exceptional organizational support, we’d love to have you on board!

ABOUT THE COMPANY

At PLS Investments, our mission is to drive economic growth for property owners, our team members, and the communities we serve. We achieve this by conducting business with the highest levels of professionalism, integrity, and discipline. Our commitment to these values ensures lasting relationships and outstanding results in everything we do.

OBJECTIVES

• Oversee Daily Office Operations: Ensure smooth workflow by managing appointments, meetings, and property showings.
• Handle Tenant Communications: Serve as the primary contact for tenant inquiries and requests, maintaining prompt and professional communication.
• Organize and Maintain Filing Systems: Manage both physical and digital records, including contracts, leases, and tenant communications.
• Input and Process Invoices: Accurately enter invoices, process payments, and maintain financial records.
• Vendor Compliance: Track and maintain up-to-date W-9 forms and Certificates of Insurance (COIs) for all vendors.
• Manage Inventory: Oversee key inventory and office supplies, ensuring adequate stock and proper organization.
• Prepare and Mail Invoices/Statements: Prepare and send invoices and statements to clients not using the online portal.
• Coordinate Maintenance Requests: Review, prioritize, and schedule maintenance requests with the appropriate team members.
• Assist with Marketing and Social Media: Create and distribute marketing materials, including flyers, and manage social media updates.
• Support Administrative Functions: Assist agents and management with tasks such as preparing presentations, reports, and marketing content.
• Assist with Property Listings: Help update and maintain property listings on the company website and other platforms.
• Draft and Distribute Correspondence: Proofread, draft, and distribute emails, memos, and reports as required.

COMPETENCIES

• Proficient in Technology: Skilled in using software such as QuickBooks and Appfolio for financial tracking and property management.
• Strong Communication Skills: Excellent verbal and written communication abilities for interacting with tenants, vendors, and team members.
• Highly Organized: Ability to manage multiple tasks and maintain structured systems for both physical and digital records.
• Attention to Detail: Strong ability to spot errors and ensure accuracy in invoicing, records, and correspondence.
• Multitasking Ability: Capable of handling several tasks simultaneously in a fast-paced environment while maintaining quality.
• Customer Service Oriented: Professional, patient, and responsive in handling tenant inquiries and issues.
• Problem-Solving Skills: Ability to prioritize and address issues as they arise, from maintenance requests to vendor management.
• Team Player: Comfortable working independently, but also a collaborative team member, contributing to group tasks and goals.
• Social Media Savvy: Proficient in managing and updating company social media accounts to promote engagement and visibility.
• Time Management: Skilled in managing time efficiently, ensuring tasks are completed within deadlines while maintaining accuracy.

EDUCATION AND EXPERIENCE

Education:

• High School Diploma or equivalent required.
• Associate's or Bachelor's degree in Business Administration, Real Estate, or a related field preferred.

Experience:

• 2 years of experience in an administrative or office support role, preferably within real estate or property management.
• Experience with office management, customer service, or handling financial records is highly desirable.
• Familiarity with property management software such as Appfolio or similar platforms is a plus.
• Basic knowledge of accounting practices and invoicing procedures is advantageous.
• Experience with social media management and marketing materials creation is a plus.

PHYSICAL REQUIREMENTS

• Ability to sit for extended periods while working at a desk or computer.
• Ability to lift and carry office supplies, files, and other materials (typically up to 20-25 pounds).
• Ability to walk around the office or property locations to attend meetings, deliver documents, or interact with team members.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, PLS Investments recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to tenantpls@gmail.com. Already a candidate? Please connect directly with your recruiter to discuss this opportunity.

Job Type: Part-time

Pay: $17.00 - $21.00 per hour

Schedule:

• 4 hour shift
• Day shift

Work Location: In person

Salary : $17 - $21