Administrative Assistant

Job Summary:

The Administrative Assistant for Property Management is responsible for providing administrative support to property managers, ensuring smooth operations of property leasing, maintenance, tenant relations, and accounting tasks. This role requires strong organizational, communication, and customer service skills to handle various tasks and provide efficient assistance to property managers and tenants.

Key Responsibilities:

• Administrative Support:
• Answer and direct phone calls and emails related to tenant inquiries, maintenance requests, and property-related issues.
• Maintain and update tenant records, including lease agreements, contact information, and payment history.
• Prepare and organize property management documents such as leases, notices, inspection reports, and renewal contracts.
• Coordinate with vendors, contractors, and maintenance teams to schedule repairs or maintenance work.
• Prepare and distribute correspondence, such as rent reminders, lease renewals, and notices.
• Tenant Relations:
• Serve as the point of contact for tenants, answering inquiries and resolving issues promptly.
• Assist with the move-in and move-out process, including conducting walk-throughs and preparing required paperwork.
• Collect and process rent payments, ensuring that payment records are accurately updated.
• Assist in handling tenant complaints and conflicts, escalating serious issues to property managers when necessary.
• Property Management Support:
• Assist property managers in scheduling property showings for potential tenants.
• Help with marketing vacant properties, including creating listings and updating online rental platforms.
• Maintain records of all property inspections, maintenance requests, and repairs.
• Accounting & Financial Support:
• Assist in tracking rent payments, late fees, and other charges.
• Help with billing and invoicing tenants for property-related charges.
• Reconcile accounts and assist in preparing financial reports for property owners.
• Office Management:
• Order and maintain office supplies and materials.
• Organize property files and ensure all documentation is filed appropriately and in compliance with company policies.
• Schedule meetings, appointments, and property inspections for the property management team.

Qualifications:

• Education: High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, real estate, or a related field preferred.
• Experience: 1-2 years of experience in administrative support, customer service, or property management.
• Skills:
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Familiarity with property management software (e.g., Yardi, AppFolio) is a plus.
• Ability to work independently and handle sensitive information with confidentiality.
• Knowledge of basic accounting principles and practices.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Ability to lift or carry office supplies and files (typically up to 25 pounds).
• Occasional local travel may be required for property inspections or meetings.

Working Conditions:

• Full-time position, typically Monday through Friday with some occasional weekend or evening hours for property viewings or events.
• Office environment with occasional onsite property visits.

Job Type: Full-time

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person