ADMINISTRATIVE ASSISTANT

Description

Nationwide Housing Corporation is seeking an outgoing, dedicated, and driven Administrative Assistant to join our corporate office in Minnetonka, MN. Nationwide Housing Corporation is a property management company specializing in Market Rate and Affordable residential properties. We provide exceptional service to our property owners and tenants while ensuring the smooth operation and maintenance of our properties. We are looking for an organized and proactive Administrative Assistant to join our team. As an Administrative Assistant, you will directly support key members of our upper management team, including the Director of Property Management and Accounting, Controller, and HR Manager. Your role will be essential in managing the administrative tasks that keep our leadership team on track, helping with everything from scheduling and correspondence to data analysis and reporting. This position requires someone who can manage multiple high-priority tasks simultaneously while maintaining confidentiality and professionalism. To excel in this role you will need to have strong organizational skills, a positive attitude, a keen eye for detail, and the ability to juggle multiple tasks and responsibilities.

Key Responsibilities:

• Executive Support:

Provide comprehensive administrative support to the Director, Controller, HR Manager, and other senior leaders. This includes managing calendars, scheduling meetings, coordinating travel, and preparing documents for meetings.

• Reporting & Documentation:

Assist in the preparation and organization of financial reports, property performance analysis, budgets, and operational reviews for upper management. Help track key performance indicators (KPIs) and assist with internal audits as needed.

• HR and Payroll Assistance:

Provide administrative support for HR-related tasks, including onboarding new employees, managing employee records, assisting with benefits enrollment, and preparing payroll data for the Controller. Maintain confidentiality regarding sensitive personnel information.

• Project Coordination:

Assist with various property management projects, such as lease renewals, capital improvements, and tenant relations initiatives. Ensure project timelines are met and assist in documenting progress for senior management.

• Client and Vendor Relations:

Manage and maintain communication with external vendors, contractors, and service providers. Help schedule vendor meetings, track invoices, and maintain accurate records of vendor contracts and performance metrics.

• Property Management Support:

Collaborate with the property management team to ensure efficient handling of tenant inquiries, maintenance requests, and lease administration. Support upper management in resolving any escalated issues that may require their attention.

• File & Record Management:

Organize and maintain both digital and physical files for upper management, including leases, contracts, financial records, and employee documents. Ensure all files are kept up to date and comply with company policies and regulations.

• Communication & Correspondence:

Draft and proofread internal and external communications, including emails, memos, and reports. Handle confidential information with discretion and professionalism.

• Miscellaneous Administrative Tasks:

Assist in organizing company-wide meetings, organizing and preparing company lunches, preparing agendas, and following up on action items. Perform general office duties, such as ordering supplies, managing office equipment, and assisting with any administrative needs as directed.

Requirements

Education:

High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Management, or a related field preferred.

• Experience:

2-3 years of experience in administrative support, ideally in a property management, real estate, or corporate environment. Experience supporting upper management is a plus.

• Skills:
• Excellent organizational and time management skills with the ability to handle multiple tasks and meet deadlines.
• Strong verbal and written communication skills, with the ability to communicate effectively with all levels of the organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with property management software (e.g., Yardi, AppFolio, Buildium) is a plus.
• High attention to detail, particularly in financial data entry, reporting, and correspondence.
• Strong problem-solving abilities and proactive approach to anticipating management needs.
• Ability to handle confidential information with professionalism and discretion.
• Knowledge of property management terminology and processes is a plus.

Physical Requirements:

• Ability to sit for extended periods.
• Occasional light lifting of office supplies (up to 25 pounds).
• Occasional travel between properties or office locations.

Additional Information:

• Ability to work independently and be resourceful in a fast-paced environment.
• Flexibility in working hours may be required for urgent management requests or special projects.
• Background check required

This job description does not necessarily list all the functions or accountabilities of the job. Employees may be asked by management to perform additional duties and tasks and employees are expected to continually assess where their assistance would benefit their coworkers and the organization and step in to fill those gaps. Management reserves the right to revise and update job descriptions at any time. Employment at Nationwide Housing Corporation is “at-will” meaning either you or the Company may terminate your employment at any time.