Administrative Assistant

We are seeking a professional, punctual, and detail-oriented Administrative Assistant to provide administrative support for a property. The ideal candidate will be presentable, organized, patient, and able to communicate effectively with property owners, residents, vendors, realtors, board members, and employees. This role requires strong customer service skills, excellent organizational abilities, and proficiency with office and property management software.

Key Responsibilities:

• Answer and direct incoming phone calls in a professional and courteous manner.
  


• Manage and respond to emails from vendors, owners, employees, realtors, and other stakeholders.
  


• Perform accurate data entry and maintain owner and resident records.
  


• Process incoming and outgoing mail, packages, and official correspondence.
  


• Prepare, distribute, and maintain electronic notices, communications, and documentation.
  


• Process and track purchase applications and related documentation.
  


• Assist with the management and tracking of property violations.
  


• Schedule appointments for building inspections, equipment testing, and other property-related services.
  


• Maintain records and support administrative functions related to property operations.
  


• Assist property managers with preparation for board meetings and committee meetings.
  


• Support the review and coordination of property improvement and maintenance projects.
  


• Prepare meeting materials, agendas, correspondence, and related documentation.
  


• Coordinate communications and follow-up actions resulting from meetings.
  


• Utilize Microsoft Word, Excel, and Outlook for daily administrative tasks.
  


• Maintain accurate records within property management platforms, including Vantaca and Tenant Evaluation.
  


• Learn and effectively use company and property-specific software systems.