Administrative Manager

Ad-West Realty Services • Bellevue, WA

13d • Hybrid

About The Position

The Administrative Manager leads the administrative department and is accountable for reliably completing recurring tasks and workflows that support managed communities, as well as leading special projects. The role ensures each assigned responsibility has a clear owner, realistic deadline, clear instructions, required approvals, and documented completion. The manager supervises and develops the administrative team and works closely with the departments and team members they support. The successful candidate will bring strong organization, consistent follow-through, effective people leadership, and a commitment to continuously improving processes, systems, and tools.

Requirements

• At least 5 years of administrative or operations experience.
• Exceptional organizational skills and ability to manage many recurring deadlines simultaneously.
• Excellent written and verbal communication skills, including coordination across departments and with external partners.
• Strong attention to detail and commitment to accuracy and follow-through.
• Experience building processes, writing standard operating procedures (SOPs), and improving workflows.
• Proficiency with Microsoft Outlook and Office.

Nice To Haves

• At least 2 years in a supervisory or leadership role is desired.
• Property management experience is preferred.
• Familiarity with affordable housing programs, such as tax credit, USDA Rural Development, or HUD, is strongly preferred.
• Experience with Notion, QuickBooks Online, e-signature tools, and ticketing systems is a plus.

Responsibilities

• Supervise, train, and develop administrative staff; review work quality, rebalance workloads, and ensure coverage during absences and transitions.
• Provide leadership with regular updates on upcoming deadlines, risks, and completed work.
• Coordinate business licenses, corporate filings, and annual reports, maintaining a complete and current obligation list.
• Track and facilitate contract renewals for managed properties.
• Monitor property insurance certificates and follow up with brokers and owners regarding missing or expiring evidence.
• Coordinate property-tax exemption filings.
• Administer Affirmative Fair Housing Marketing Plans (AFHMPs), including marketing letters, renewals, and supporting property evidence.
• Maintain accurate trackers, databases, and archives of signed and filed documents.
• Coordinate property budget submissions across multiple annual deadlines, including utility-allowance report cycles, approvals, submissions, and distribution.
• Coordinate audit submissions across multiple fiscal year-ends.
• Oversee monthly management-fee entry and deposit cycles, reimbursement invoicing, QuickBooks Online imports, and payment confirmation.
• Lead administrative onboarding and offboarding of managed properties, including contacts, reporting lists, trackers, signers, system access, and banking setup where assigned.
• Oversee centralized intake of internal requests for supplies, technology, purchases, postage, shipping, and reimbursements; prioritize, assign, and track requests through completion.
• Oversee shipping, office supplies, and office organization.

Benefits

• Medical, dental, vision, life, voluntary life, FSA, and EAP.
• 401(k) with company match up to 4%.
• Hybrid schedule: 2 days in-office and 3 days from home.
• 3 weeks of accrued vacation time and 1 week of accrued sick time.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed