Administrative Asst/Exec. Asst 1 (0-2 Years)

Aston Carter•Tysons, VA

20h•$26 - $26•Onsite

About The Position

The Administrative Assistant / Executive Assistant I provides comprehensive administrative support to the Property Management team, including the Director of Operations and Community Manager. This onsite role supports daily operations, coordinates vendor and contract administration, manages invoices and reporting across multiple platforms, and assists with team onboarding, training, and meetings. The position is based in a property management environment, requires strong proficiency with Microsoft Office and collaboration tools, and offers the potential to transition to a permanent role.

Requirements

0–2 years of experience as an administrative assistant, executive assistant, or in a similar support role.
1+ years of experience in a real estate or entrepreneurial environment.
High school diploma or equivalent.
Proficiency in Microsoft Office, including Word, PowerPoint, Excel, Outlook, and Microsoft Teams.
Comfort working with multiple technology platforms such as MRI, Nexus, ServiceEdge, Cove, Measurbl, and Tripsware (or similar systems).
Excellent written and oral communication skills.
Strong attention to detail and high level of organization.
Ability to work collaboratively in a team environment.
Ability to work independently with minimal supervision.
Ability to meet assigned deadlines and manage multiple tasks simultaneously.
Ability to operate effectively in a fast-paced environment.
Professional demeanor and ability to represent the property management team onsite.
Reliable transportation and access to a vehicle.
Ability to sit for long periods while performing computer-based work.
Ability to lift up to 25 pounds as needed for office and meeting support.

Nice To Haves

Experience supporting property management operations or similar commercial real estate functions.
Experience in administrative support, executive support, or property management assistance.
Familiarity with contract and change order administration for capital projects and service vendors.
Experience with invoice coding and accounts payable processes, particularly within platforms like Nexus.
Experience coordinating meetings, trainings, and team events, including arranging catering.
Experience updating and maintaining Standard Operating Procedures and standardized templates.
Demonstrated ability to handle confidential information with discretion.
Proactive approach to following up on deadlines, action items, and outstanding tasks.
Strong customer service orientation when interacting with internal teams, tenants, and vendors.
Ability to learn new software platforms and systems quickly.

Responsibilities

Provide day-to-day administrative support to the Director of Operations, Community Manager, and broader Property Management team.
Draft, prepare, distribute, scan, and file contracts and change orders for capital improvement projects and service vendors.
Code portfolio invoices for the region in Nexus and ensure accuracy and completeness of invoice information.
Review the Nexus website daily to ensure payables are coded and progressing through the approval process, and send weekly invoice status updates to the team.
Approve NexusConnect vendor authorization requests in a timely manner.
Serve as backup for accounts payable processing as needed.
Provide backup administrative support during long-term administrative staff absences.
Set up vendors in ServiceEdge and maintain accurate vendor records.
Compile and coordinate the creation of standardized property templates for the portfolio.
Assist with the creation and ongoing updating of Standard Operating Procedures (SOPs).
Monitor the Cove platform to ensure information remains current and accurate.
Ensure tenant service requests in Cove are reviewed and closed out on at least a monthly basis.
Monitor the Measurbl platform to ensure data remains updated and notify property management staff when error exceptions appear in the system.
Create recurring reports from the Maintenance Service Request Module and distribute them to the Director of Operations and engineering team, highlighting tenant areas of concern.
Coordinate meetings, including scheduling sessions between internal teams and arranging breakfast and lunch orders for meetings as required.
Regularly update the organization chart for the team to reflect current staffing and reporting lines.
Take detailed meeting minutes and distribute follow-up notes and action items to attendees.
Coordinate quarterly team training sessions, including scheduling, communication, and logistics.
Coordinate spot bonus processes as requested, ensuring proper documentation and communication.
Distribute onboarding checklists to new employees, confirm receipt, and follow up to ensure they receive all required training.
Complete off-boarding checklists for departing employees and notify appropriate contacts to deactivate usernames and passwords from all technology platforms.
Create and maintain both physical and electronic files as requested, ensuring organized and accessible records.
Follow up with the management team on all deadline dates as directed, ensuring tasks and deliverables are completed on time.
Process expense reports in Tripsware on behalf of designated team members.
Update Standard Operating Procedures as requested to reflect process or policy changes.
Set up accounts and train new team members on portfolio systems such as MRI, Nexus, ServiceEdge, Cove, and Measurbl as needed.
Review tenant surveys annually and send alerts to leasing and property management staff regarding tenants with negative feedback or specific requests.
Assist with onboarding new properties, including contract generation, contacting vendors for pricing, and coordinating related documentation.
Compile meeting minutes from each team following monthly operations calls and distribute summaries as needed.
Provide professional front-line representation while working onsite, maintaining a polished and organized presence.
Support general administrative tasks such as calendar coordination, correspondence, and document preparation as required.