Administrative Asstistant 2

Aston Carter•Cincinnati, OH

2d•$24 - $25•Onsite

About The Position

The Administrative Assistant 2 supports a busy commercial property management team by performing a wide range of administrative and coordination duties. This role helps ensure a high level of professionalism in all property-related matters, with a strong focus on timely responses and effective resolution of tenant requests and concerns. The position plays a key part in maintaining accurate records, supporting lease and contract administration, and contributing to smooth daily operations within the property management office.

Requirements

Demonstrated administrative and clerical support experience in a professional office environment.
Strong customer service skills with the ability to respond promptly and professionally to tenant and client requests and concerns.
Proficiency with data entry and maintaining accurate records in various systems and software tools.
Experience with calendar management, including scheduling and coordinating meetings and events.
Excellent file organization skills, with the ability to maintain detailed lease, contract, and office records.
Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and related tools for reports and correspondence.
Experience handling accounts payable and receivable tasks, including preparing, coding, and processing invoices.
Familiarity with commercial property management processes, including lease administration, work orders, and purchase orders.
Ability to create, track, and maintain contracts and related documentation, including certificates of insurance.
Strong attention to detail and accuracy when preparing reports, invoices, and other documentation.
Effective written and verbal communication skills for interacting with tenants, clients, vendors, and internal team members.
Ability to manage multiple tasks simultaneously, prioritize workload, and meet deadlines in a fast-paced environment.

Nice To Haves

Experience using MRI Software for property management or accounting functions.
Experience working with Nexus for invoice processing or related financial workflows.
Familiarity with Yardi property management software for leases, work orders, or accounting.
Prior experience in a commercial property management office or real estate-related environment.
Comfort working with ticket or work order systems to track and report on maintenance requests.
Basic understanding of budgeting processes and management reporting within a property management context.

Responsibilities

Provide comprehensive administrative support to the property management team, including answering and directing phone calls, typing and formatting reports, filing documents, and distributing correspondence in a timely and accurate manner.
Schedule and coordinate meetings, appointments, and special events as requested, ensuring all logistics, materials, and communications are well organized.
Assist with lease administration activities by maintaining tenant contact information, tracking insurance documentation, and generating related reports as needed.
Prepare and coordinate bid proposals and service contracts, and process approved invoices, supporting the bidding process and assisting Property Managers in maintaining compliance with internal policies and procedures.
Prepare, code, and route invoices for Property Manager approval, ensuring accuracy and timely processing.
Monitor and maintain office supplies and other required materials so the property management office remains fully stocked and operational.
Enter and maintain contract and insurance certificate information in contract administration software, ensuring prompt and accurate completion of all required fields.
Track and file contracts and insurance certificates, maintaining an organized follow-up system to monitor expiration dates and renewals.
Monitor and maintain the property maintenance work order system, track tenant work orders, and prepare monthly status reports for the Property Manager.
Maintain and update the property purchase order system, ensuring proper documentation and tracking.
Organize and maintain lease and contract files, as well as other records and documentation within the property management office, both in physical and electronic formats.
Promote and foster positive, service-oriented relationships with tenants and clients, and track service calls as required to ensure timely follow-up and resolution.
Assist with the preparation of monthly and quarterly management reports, compiling data and supporting documentation as needed.
Support the annual budget preparation process by gathering information, organizing documentation, and assisting with data entry and basic analysis.
Process management and maintenance staff hours for payroll or tracking purposes, ensuring accurate recording and submission.
Process tenant bill-back invoices through the accounting system, ensuring that charges are documented, accurate, and properly routed.
Prepare and process expense reports, monthly meter readings for properties, and check requests for review and approval, maintaining accuracy and compliance with established procedures.
Perform general clerical and data entry tasks, including updating systems, organizing files, and maintaining records to support efficient property management operations.