Executive Administrative Assistant

About Us

PEM Real Estate is a leader in multifamily property management, dedicated to professionalism and excellence in all aspects of our business. With a portfolio of 6,000 units and a team committed to delivering top-tier service, we are seeking an Executive Administrative Assistant.

Key Responsibilities:

Executive Support:

• Manage incoming calls, emails, and inquiries, redirecting them as necessary for executive team.
• Schedule appointments, meetings, and conference calls for executives and other team members.
• Assist with general office tasks for executive team, including filing and photocopying.
• Provide administrative support to other departments and team members when needed.

Contract Management:

• Assist in the preparation, completion, and processing of contracts.
• Ensure proper documentation, signatures, and timely filing of contracts in accordance with company procedures.
• Work closely with legal and finance teams to ensure compliance with all contractual obligations and deadlines.

Database Management:

• Regularly update and maintain the contract database with new agreements, amendments, and terminations.
• Ensure data accuracy and integrity within the database.
• Generate reports and provide insights on contract status and trends as needed.

Incident Reports:

• Receive, review, and process incident reports accurately and in a timely manner.
• Handle and document internal incident reports, including accidents, complaints, or other issues within the office.
• Work with relevant departments to investigate and resolve incidents in a timely manner.
• Ensure compliance with company policies and procedures when handling incident reports.
• Maintain confidentiality when dealing with sensitive matters related to employees or company operations.

Office Manager Duties:

• Oversee daily office operations, including ensuring the office runs smoothly and efficiently.
• Manage office supplies inventory and place orders as necessary to keep the office stocked.
• Coordinate maintenance and repair services for office equipment and facilities.
• Handle vendor relationships and manage contracts for office services (e.g., cleaning, security, etc.).
• Organize and facilitate company events, including meetings, conferences, and team-building activities.

Additional Duties:

• Perform other related duties as assigned.
• Driving continuous improvement through enhanced standardization of processes and practices.

Qualifications:

• Proven experience in administrative roles, preferably in property management or related fields.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Attention to detail and accuracy in data entry and documentation.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database management software.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Bachelor’s degree or equivalent experience preferred.

What We Offer

• Competitive salary and benefits package.
• Opportunity to make a significant impact in a growing organization.
• A culture of professionalism, teamwork, and excellence.