Administrative Assistant

The Administrative Assistant provides professional administrative and clerical support to the Property Manager and management team while serving as a helpful and professional point of contact for residents, owners, vendors, and guests. This position requires excellent organization, communication, customer service, and attention to detail.

Key Responsibilities:

• Answer and direct incoming phone calls, emails, and general inquiries in a professional and courteous manner.
  


• Greet and assist residents, owners, vendors, and visitors at the management office.
  


• Provide administrative support to the Property Manager and management team.
  


• Maintain organized resident, owner, vendor, and property files, both electronic and physical.
  


• Assist with preparing, scanning, copying, filing, and distributing documents and correspondence.
  


• Receive, sort, and distribute incoming mail and packages.
  


• Prepare and distribute community notices, correspondence, newsletters, and other communications as directed by management.
  


• Assist with resident requests, work orders, maintenance requests, and follow-up with vendors when necessary.
  


• Enter and maintain accurate information in property management software and other office systems.
  


• Schedule appointments, meetings, inspections, and vendor services as requested.
  


• Assist with processing applications, forms, work orders, purchase orders, invoices, and other administrative documents.
  


• Assist with community meetings, including preparing meeting materials, sign-in sheets, and other documents.
  


• Assist with mailings, special projects, community events, and other administrative tasks.
  


• Maintain office supplies and notify management when supplies need to be reordered.
  


• Assist with tracking vendor information, certificates of insurance, contracts, and other required documentation.
  


• Maintain confidentiality of resident, owner, employee, financial, and association information.
  


• Provide excellent customer service and respond to resident and owner inquiries in a timely manner.
  


• Report maintenance, safety, security, or other property concerns to the appropriate member of management.
  


• Perform other administrative duties and responsibilities as assigned by the Property Manager.