Administrative Assistant (Hybrid | 30 Hours/Week | Benefits Eligible)
About The Position
Ad-West Realty Services, Inc. is a professional, full-service property management company specializing in managing affordable housing apartment communities in Washington, Oregon, and Nevada since 1986. They are a small, people-oriented company with a professional but casual, family atmosphere, committed to providing excellent and integrity-backed service. This role will help keep the corporate office running smoothly and support multiple departments with day-to-day administrative needs. It is an opportunity for someone early in their career to learn property management and grow into a more advanced administrative role.
Requirements
- Basic computer skills and comfort with Office 365 (Word, Excel, Outlook); able to learn new tools like Notion and RealPage with training.
- Accurate data entry and document handling, with strong attention to detail and a habit of double checking numbers, dates, and names.
- Comfort working with checklists, trackers, and spreadsheets to support audits, budgets, and monthly reports.
- Strong organizational skills: can keep digital files, email, and tasks organized and easy to find.
- Reliable and consistent: follows through, meets deadlines, and communicates early if something is delayed.
- Curious and willing to learn, open to feedback, interested in understanding the “why” behind tasks, and able to grow into more complex responsibilities over time.
- Clear and professional communication in email and in person; comfortable asking clarifying questions instead of guessing.
- Team oriented and respectful; comfortable supporting both the accounting team and property management team.
- Positive, steady attitude with the ability to handle multiple tasks without getting flustered; uses lists/calendars to stay on track.
Nice To Haves
- Experience supporting a team, managing administrative tasks, coordinating schedules, maintaining records, or providing customer service is preferred.
- Experience with property management, affordable housing programs, accounting, or banking is beneficial but not required.
- We value potential, work ethic, and a positive attitude as much as direct experience and are willing to train the right candidate.
Responsibilities
- Process administrative requests from multiple departments
- Prepare legal notices using various templates
- Oversee incoming and outgoing mail
- Assemble and distribute the monthly financial reports
- Organize inventory and order supplies for the corporate office
- Prepare monthly reimbursement invoices and distribute them to applicable team members
- Supporting audit and budget preparation by collecting requested items, organizing trackers, and maintaining checklists.
- Supporting renewals and organization of management documents, including tracking expiration dates and updating files.
- Managing management fees and deposits, ensuring accurate documentation and timely follow up
- Maintaining and updating property records and management documents in Notion and SharePoint.
- Providing general administrative support to the accounting and property management teams (scheduling, document prep, data entry, and follow up).
- Assist the Administrative Manager with special projects
Benefits
- Health insurance for eligible employees who work 30 or more hours per week consistently
- 401k
- Hybrid work options (office/home)
- 2 weeks vacation/1 week sick accrued PTO
- 13 Paid Company Holidays
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
