Property Management Assistant Jobs

About The Position

Requirements

• Prior experience in a related position, with a minimum of 3 years of experience.
• High school diploma required.
• Working knowledge of computers and associated programs, including the MS Office Suite.
• Ability to multitask and set and manage priorities.
• Excellent communication and listening skills to interact with a diverse, multicultural population.
• Accurate keyboarding ability of 45–50 words per minute.
• Ability to function in a team-organized environment.
• Ability to meet the physical demands of the role, including occasional filing, lifting files, opening filing cabinets, and bending or standing as necessary; occasional sitting, standing, reaching, lifting, bending, kneeling, stooping, climbing, pushing, and pulling items weighing 20 pounds or less.
• Manual dexterity, auditory and visual skills, and ability to follow written and oral instructions and procedures.

Nice To Haves

• College degree preferred.
• Spanish bilingual ability may be required at communities where most residents and clients speak only Spanish.

Responsibilities

• Schedule and organize meetings, conferences, and department activities.
• Organize and prioritize a high volume of information and calls.
• Liaise with other departments and outside agencies, including District Managers, Vice-Presidents, Board members, and Chief Engineers.
• Handle confidential and non-routine information and explain policies when needed.
• Coordinate workload with the property's administrative assistant.
• Maintain, update, type, and coordinate account information in a computer database.
• Coordinate and track important dates and meetings, including annual and budget meetings.
• Ensure on-site team communications are professional and courteous, and that phone messages and emails receive an appropriate response within 24 business hours.
• Ensure mail, including FedEx, UPS, and USPS, is picked up daily in a timely manner.
• Assist with producing Board Meeting minutes and preparing Board agendas and packets.
• Code and enter community invoices.
• Work closely with committees and their chairpersons.
• Assist with gathering quotes and proposals for community projects.
• Manage office staff and/or other on-site team members on a daily basis.
• Order supplies for Maintenance, Housekeeping, and the office.
• Assist with posting agendas in appropriate physical locations and on the website.
• Keep Lynk and KWIC information up to date.
• Ensure vendor packets are processed and monitor vendor license and insurance expiration dates.
• Reserve and coordinate conference room events.
• Supervise team members and/or departments at the property.
• Attend off-site meetings and trainings as needed.