Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent.
• Prior administrative, customer service or office experience.
• Prior billing, invoice, document management or related experience.
• Proficiency with Microsoft 365 applications including Outlook, Excel, Word, Teams, SharePoint, and PowerPoint.
• Ability to manage digital documents, workflows, and records utilizing SharePoint and cloud-based collaboration tools.
• Demonstrates curiosity and adaptability in learning new technologies, automation tools, and AI-enabled business applications.
• Ability to complete Fair housing training within 30 days of employment.
• Strong customer service skills.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks, stay organized, manage multiple projects simultaneously with attention to detail, and meet deadlines in a fast-paced environment.
• Reasonable and reliable attendance and timeliness when reporting to work and completing work.

Nice To Haves

• Associate’s degree preferred.
• Property management or real estate experience preferred.
• Bilingual in Spanish preferred.

Responsibilities

• Assists in the smooth operation of the office by managing incoming calls, emails, and other correspondence.
• Addresses routine inquiries and escalates messages as appropriate.
• Manages the commercial work order billing process, ensuring accurate expense coding, invoice preparation, timely billing, documentation retention, and compliance with lease requirements and accounting standards.
• Codes work order expenses accurately to properties, cost centers, and CAM (Common Area Maintenance) categories in accordance with lease terms and accounting standards.
• Maintains detailed work order records and billing documentation to ensure compliance.
• Enters maintenance requests from tenants, property managers, and maintenance staff (AppFolio software).
• Maintains accurate electronic records, databases, SharePoint libraries, and property management systems.
• Organizes and validates information to support reporting, compliance, and operational decision-making.
• Ensures a tidy and organized workspace.
• Drafts, formats, and proofreads documents, reports, presentations, and other materials, ensuring accuracy and adherence to formatting guidelines.
• Serves as a point of contact for internal and existing stakeholders, communicating effectively and professionally via phone, email, and in-person interactions.
• Prepares meeting agendas, takes minutes, and distributes materials as required; follows up on action items and ensures timely completion of tasks.
• Provides administrative support for various projects, including commercial lease administration, independent contractor agreements, vendor insurance compliance, report distribution, research, coordination, process documentation, and workflow improvement initiatives.
• Collaborates with team members to ensure project objectives are met.
• Performs general administrative tasks, such as filing, scanning, copying, and faxing.
• Handles incoming and outgoing mail and packages.
• Assists with the bi-weekly collection of commercial mileage reports and submits them for approval.
• Demonstrates Company Core Values.
• Interacts well with others.
• Other duties as assigned.