Administrative Assistant Jobs

About The Position

Requirements

• College degree in business, property management, finance or commensurate experience
• High level experience with Microsoft Office Suite and Adobe Acrobat
• 7+ years of progressive experience in office administrative responsibilities
• Working knowledge of office equipment such as copiers, printers, online shipping systems
• Exceptional spelling and grammar skills
• Must be able to maintain confidentiality; discretion is a must

Nice To Haves

• Yardi experience highly preferred
• Property Managment experience strongly preferred (Property Manager or Assistant Property Manager level experience is desired)
• Financial analysis background and experience a plus
• Working knowledge of BI, AI, including ChatGPT is preferred

Responsibilities

• Manage, draft, and track annual Periodic Service Agreements
• Administer and manage contracts and ensure compliance with company policies
• Manage contracts, including preparation in Docusign
• Track Property Management Agreements
• Manage and reconcile company invoices as assigned
• Manage Customer Service Hotline and other calls from residents, vendors, and other business partners for VPs and RPMs
• Support portfolio reporting and manage, compile and distribute various reports such as but not limited to: Outstanding Training Requirements, KPIs, Delinquency, Evictions, Late Fees Waived/Reversed, Overtime Analysis vs. Temp Help Costs, etc.
• Track, follow up and provide updates for Site Tours, Site Visit Checklists, Preventative Maintenance, On-boarding Checklists, Contests, etc.
• Support the preparation of weekly and monthly financial reporting including financial review meeting preparation and all documentation
• Coordinate, schedule, and maintain notes for management team meetings, attendees, reminders, and prepare meeting materials, documents, minutes for SVP and VPs
• Order, track and distribute resident gift card orders and annual holiday cards
• Manage event registrations, meeting registrations, property celebration/awards preparation, and contests
• Manage and track compliance with maintaining resident demographics in Yardi
• Book travel reservations and for the property management department
• Reconcile corporate credit cards to include SVP, VPs and Travel Card
• Create and post Property and/or Asset Management BluePort content
• Maintain inventory of office supplies, including but not limited to beverage supplies, desk supplies, kitchen supplies, common printing/marketing supplies, restroom and miscellaneous needs
• Maintain packaging materials and stock
• Coordinate delivery of special shipments
• Manage company off-site document storage, to include coordinating organization and scheduling pick-up when necessary
• Responsible for 2nd Floor Conference Room stock and maintenance
• Maintain cleanliness of copy/printer stations and rooms
• Provides administrative support, including email, scheduling, calendar management, copier projects, PowerPoint preparations, mail handling, and necessary communications internally and externally for SVP, VPs, and RPMs as assigned
• Prepares correspondence including email, letters, memos, forms, policies, procedures and confidential information.
• Creates and maintains detailed online filing system (Share Point)
• Perform other duties as assigned as business needs dictate or are required