Office Administrator

Job Description

JOB TITLE: Office Administrator

REPORTS TO: Operations Manager

WORK ENVIRONMENT: Company Office

PHYSICAL WORK LOCATION: 908 Old Fern Hill Rd. West Chester, PA 19382

DIRECT REPORTS: None

SUMMARY: Wiggins Property Management Group (WPMG) is a growing property leasing company. We specialize in managing residential and commercial properties, ensuring smooth operations and tenant satisfaction. The Office Manager will play a crucial role in managing day-to-day administrative tasks, overseeing rent collection, maintaining financial records, and ensuring efficient office operations. The ideal candidate will possess excellent communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

PRIMARY DUTIES:

Rent Collection:

• Collect monthly rent payments from tenants in a timely manner.
• Prepare follow-up letters to tenants that are negligent with their rental amounts.
• Initiate court proceedings if necessary to facilitate the payment of rent or eviction process.

Financial Management:

• Create memorized transactions in QuickBooks for various tenants for ease of collection.
• Track budgets and expenses related to property management operations.
• Prepare financial reports and summaries for management review.

Lease Management:

• Prepare leases and follow up with tenants to facilitate the completion of new residential and commercial leases and ensure all necessary documentation is completed accurately.
• Coordinate lease signings and ensure compliance with company policies and legal regulations.
• Help develop CAM budgets for each property.
• Review CAM budgets quarterly to review we are on target.
• Ensure compliance with leases and communicate with tenants if violations are occurring.

Accounting:

• Record rent payments and other financial transactions in the accounting software.
• Reconcile accounts and ensure accuracy of financial records.
• Approve invoices from suppliers and contracts. Verify with the project manager that work was performed and satisfactory prior to approving.
• Pay invoices to suppliers and contractors once approved by the operations manager.

Office Operations:

• Answer calls from tenants and pass along messages to the appropriate team members to address the problems and/or concerns.
• Maintain organized filing systems for lease agreements, tenant records, and financial documents.
• Coordinate office supplies and equipment maintenance.
• Schedule repairs and coordinate with parts suppliers as needed.
• Assist with general administrative tasks as needed.

QUALIFICATIONS:

• Bachelor's degree preferred, but not required in Business Administration, Accounting, or related field.
• Proven experience in office management, preferably in a property management or real estate environment.
• Strong proficiency in MS Office Suite (Excel, Word, Outlook).
• Excellent communication skills, both written and verbal.
• Ability to prioritize tasks and manage time effectively.
• Attention to detail and accuracy in data entry and record-keeping.
• Experience with QuickBooks is a plus.
• Knowledge of leasing laws and regulations is a plus.

EXPECTED HOURS OF WORK: Monday through Friday, 8 AM to 5 PM.

QUALIFICATIONS: To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: From $52,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $52,000