Administrative Assistant, Property Management

Yavapai College•Prescott, AZ

14h•Hybrid

About The Position

Under the supervision of the Manager, Property Management & Events, the Administrative Assistant provides comprehensive administrative and operational support for Property Management, Housing, and Facility Rentals. The position coordinates the daily administrative operations of the department and serves as the primary point of contact for residents, renters, campus departments, vendors, and external customers. The Administrative Assistant is responsible for coordinating housing operations, facility rental administration, financial and purchasing processes, records management, customer service, departmental communications, and operational logistics. This position works independently to ensure efficient day-to-day operations while supporting departmental initiatives, special projects, and strategic goals. This is a full-time position requiring strong organizational skills, sound judgment, exceptional customer service, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Associates Degree OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job
Minimum of three (3) years of progressively responsible administrative, operational, customer service, property management, hospitality, higher education, or related experience.
Experience with financial processes including purchasing, billing, invoicing, and budget tracking.
Demonstrated ability to coordinate multiple projects simultaneously while meeting deadlines.
Strong organizational, communication, interpersonal, and customer service skills.
Excellent attention to detail and ability to maintain accurate records.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
Ability to quickly learn and effectively utilize department-specific software systems.
Ability to work independently, exercise sound judgment, and maintain confidentiality.
Ability to establish and maintain effective working relationships with students, employees, vendors, community members, and external partners.
Ability to travel between College locations as needed.

Nice To Haves

Bachelors degree preferred.
Experience working in higher education.
Experience in property management, housing, conference services, hospitality, facility rentals, or event coordination.
Experience using systems such as StarRez, Coursedog, Banner SaaS, or similar enterprise software.
Experience coordinating administrative operations, customer service, purchasing, records management, and operational logistics.
Experience supporting departmental budgets and generating operational reports.
Experience supervising or coordinating student workers or temporary staff.

Responsibilities

Coordinate the daily administrative operations for Property Management, Housing, and Facility Rentals.
Serve as the primary administrative contact for residents, employees, renters, vendors, and campus departments.
Coordinate housing administrative processes including applications, assignments, occupancy records, move-ins, move-outs, inspections, resident communications, and waiting lists.
Prepare, process, and maintain contracts, agreements, correspondence, reports, files, and departmental documentation.
Coordinate facility rentals from initial inquiry through event completion, including reservations, agreements, client communications, documentation, and event logistics.
Coordinate with Facilities, Campus Safety, Information Technology, Food Services, and other departments to support housing operations and facility rentals.
Support financial and administrative processes including billing, deposits, invoices, purchasing, procurement, budget tracking, and reconciliations.
Maintain department databases, calendars, occupancy records, reservation systems, and other software platforms.
Generate occupancy, rental activity, financial, and operational reports.
Coordinate departmental meetings, training sessions, schedules, and administrative activities.
Maintain confidential records and ensure compliance with College policies and procedures.
Assist with special events, operational projects, strategic initiatives, and process improvements.
Provide onboarding and administrative support for student workers, temporary staff, and volunteers.
Recommend and implement administrative process improvements to enhance efficiency and customer service.
Provide exceptional customer service through in-person, phone, and email communications.
Perform other duties as assigned.