Administrative Assistant, Property Management (53189)
About The Position
The Administrative Assistant facilitates the efficient operations of the Property Management, Compliance and Marketing teams by performing a variety of clerical and administrative tasks. Specifically, the Administrative Assistant will perform day to day clerical and office maintenance duties, providing support and back office assistance to the management team. This role involves receiving and making phone calls, drafting communications, coordinating meetings, creating and maintaining tracking systems, investigating data, maintaining filing systems, retrieving and summarizing information, responding to inquiries, reviewing and tracking invoices and purchase orders, ordering materials, assisting with documents and forms, and improving systems and procedures. The position also performs other related duties as assigned.
Requirements
- Proficiency in Microsoft Word, Microsoft Excel, and other office software programs
- Ability to create and format reports, develop tracking systems, use formulas and functions
- Must be organized, hands-on and detail-oriented with strong interpersonal and communication skills, both verbal and written
- Must be Self-starter with a positive attitude; good organizational and time management skills, quick learner and have multitasking ability
- Team player who always maintains a positive attitude
- High School Diploma or equivalent required
Nice To Haves
- Knowledge in Yardi software (a plus)
- Bi-Lingual(Spanish and English) Strongly Preferred.
Responsibilities
- Perform day to day clerical and office maintenance duties, providing support and back office assistance to the management team
- Receive and make phone calls daily in support of the Property Management Team; screen and direct incoming calls as necessary
- Draft letters, emails, and other communications as needed
- Coordinate and schedule Property Management meetings; prepare agendas as necessary
- Create and maintain all tracking systems for Property Management, Compliance, Collections and Marketing
- Investigate questionable data
- Maintain filing systems as assigned
- Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed
- Respond to and resolves administrative inquiries and concerns
- Review and track all outstanding invoices and purchase orders in Yardi and ensuring timely submission of all invoices by property management staff
- Order materials from vendors and suppliers as needed
- Assist with all necessary documents, forms and applications as assigned
- Improve systems and procedures
- Performs other related duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
